Version 9.4 Administrator’s Guide v. 1.0 October 29, 2008 RightFax 9.4 Administrator’s Guide ii Edition Information in this document applies to version 9.4 of the RightFax Administrator’s Guide. This document was last updated October 29, 2008. Copyright Notice ©2008 All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means without the written permission of Captaris. The following are registered trademarks and trademarks of Captaris Inc. and its subsidiaries: Captaris, the Captaris logo, Alchemy®, Captaris WorkflowTM, RightDocsTM, RightFax®, RightFlowTM and RightStarTM in the US and/or other jurisdictions. FaxPressTM is a registered trademark of Castelle. RecoStar, DOKuStar, DOKuStar Capture Suite, Single Click Entry, and Invoice CENTER are registered trademarks and trademarks of Captaris Document Technologies GmbH. All other brand names and trademarks are the property of their respective owners. For More Information Captaris, Inc. is a leading provider of software products that automate document-centric business processes. Captaris specializes in document capture, recognition, routing, workflow and delivery. Captaris integrated solutions provide interoperability with leading line of business applications and technology platforms. Captaris products include RightFax, Captaris Workflow, Alchemy, FaxPress, DOKuStar, RecoStar, Single Click Entry and IDStar which are distributed through a global network of leading technology partners. Captaris customers include the entire Fortune 100 and the majority of Global 2000 companies. Headquartered in Bellevue, Washington, Captaris was founded in 1982 and is publicly traded on the NASDAQ Global Market under the symbol CAPA. www.Captaris.com. Captaris RightFax End User License Agreement IMPORTANT–READ CAREFULLY: This End User License Agreement (“EULA”) is a legal agreement between you (either an individual or a single entity) and Captaris, Inc. (“Captaris”) for the Captaris software product identified above, which includes computer software and may include associated media, printed materials, and “online” or electronic documentation (“Product”). YOU AGREE TO BE BOUND BY THE TERMS OF THIS EULA BY INSTALLING, COPYING OR OTHERWISE USING THE PRODUCT, IN WHOLE OR PART. IF YOU DO NOT AGREE TO THE TERMS OF THIS EULA, DO NOT INSTALL, COPY OR USE THE PRODUCT. INSTEAD, YOU SHOULD PROMPTLY CONTACT CAPTARIS FOR INSTRUCTIONS ON RETURN OF THE PRODUCT. IF YOU HAVE NOT PAID A LICENSE FEE FOR THE PRODUCT, THEN YOU HAVE ACQUIRED AN EVALUATION EDITION OF THE PRODUCT, WHICH IS GOVERNED BY THIS EULA, EXCEPT THAT YOUR RIGHT TO USE THE PRODUCT AS AN EVALUATION EDITION IS LIMITED TO TWENTY (20) USER ACCOUNTS AND THE WARRANTIES AND CERTAIN OTHER PROVISIONS OF THIS EULA DO NOT APPLY AS STATED BELOW. YOUR RIGHT TO USE THE EVALUATION EDITION UNDER THIS EULA WILL AUTOMATICALLY TERMINATE AND THE PRODUCT WILL AUTOMATICALLY CEASE FUNCTIONING THIRTY (30) DAYS AFTER YOU INSTALL IT UNLESS YOU PURCHASE A LICENSE AND ACTIVATE THE PRODUCT BEFORE THE END OF SUCH THIRTY (30) DAY PERIOD. THE COMPONENTS OF THE PRODUCT ARE LICENSED SEPARATELY AND, EXCEPT FOR AN EVALUATION EDITION, YOUR LICENSE RIGHTS UNDER THIS EULA EXTEND ONLY TO THE COMPONENTS OF THE PRODUCT FOR WHICH YOU HAVE PAID THE LICENSE FEE. AS THE FIRST STEP IN THE INSTALLATION PROCESS, WE RECOMMEND THAT YOU ALLOW THE INSTALLATION UTILITY TO CHECK AND INSTALL THE PREREQUISITE APPLICATIONS AS DESCRIBED IN THE DOCUMENTATION. IF YOU DO NOT ALLOW THE INSTALLATION UTILITY TO CHECK AND INSTALLTHE PREREQUISITE APPLICATIONS, THEN THE WARRANTIES CONTAINED IN THIS EULA WILL NOT APPLY TO THE PRODUCT. THE PREREQUISITE APPLICATIONS INCLUDE PROGRAMS OWNED BY THIRD PARTIES ("THIRD PARTY PROGRAMS"). THE THIRD PARTY PROGRAMS ARE SUBJECT TO THIS EULA AND ANY SEPARATE LICENSE AGREEMENTS THAT ACCOMPANY SUCH PROGRAMS, EXCEPT THAT THE THIRD PARTY PROGRAMS ARE FURNISHED BY CAPTARIS “AS IS” AND WITHOUT ANY WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED. Server Software License Subject to the terms and conditions herein, Captaris grants you a non-exclusive, non-transferable, personal license to install, run and use one copy of the server software provided as part of the Product on a single server that is owned or controlled by you for use in the capacity for which you have paid license fees. For purposes of this EULA, the capacity licensed by you is determined based on the number of ports (also referred to as channels), seats, CPUs, user accounts, or other capacity limitations on which software pricing is based. As an exception to the restriction set forth in the first sentence of this section on the number of servers on which the server software may be installed, you may install, run and use the following server software components on an unlimited number of servers owned or controlled by you; provided, you have paid the license fee for such software and such software is used only with a properly licensed RightFax Server module: Workserver, Doctranport, Sync, Production Service, Faxrpc, Exchange Gateway, SMTP Gateway, Lotus Notes Gateway, WPO Gateway, SAP Gateway, Isolated Engine Conversion, Java/XML module, and Lotus Notes module. iii RightFax 9.4 Administrator’s Guide iv Client Software License Subject to the terms and conditions herein, Captaris grants you a non-exclusive, non-transferable, personal license to install, run and use the client software provided as part of the Product on an unlimited number of client computers or devices that are owned or controlled by you for use in the capacity for which you have paid license fees and solely with the server software properly licensed by you under this EULA. Documentation You may make and use a reasonable number of copies of any documentation provided with the Product; provided, that such copies will only be used for internal business purposes in connection with the components of the Product for which you have paid the applicable license fees and are not to be republished or redistributed (either in hard copy or electronic form) beyond your premises. Backup You may make one copy of the Product for back-up and archival purposes. Updates Any software provided to you by Captaris which updates or supplements the original Product is governed by this EULA unless separate license terms are provided with such updates or supplements, in which case, such separate terms will govern. License Limitations Except with respect to an Evaluation Edition, the preceding licenses apply only to the extent you have ordered and paid for the applicable licenses. The preceding sections state the entirety of your rights with respect to the Product. Captaris reserves all rights not expressly granted to you in this EULA. Without limiting the foregoing, you will not, and you will not authorize or permit any third party to: (a) use the Product for any purpose other than your internal business purposes; (b) use an Evaluation Edition for any purpose other than your evaluation and testing of the Product during the thirty (30) day evaluation period; (c) license, distribute, lease, rent, lend, transfer, assign or otherwise dispose of the Product or use the Product in any commercial hosted or service bureau environment; (d) reverse engineer, decompile, disassemble or attempt to discover the source code for or any trade secrets related to the Product, except and only to the extent that such activity is expressly permitted by applicable law notwithstanding this limitation; (e) modify, alter or create any derivative works of the Product; (f) exceed the capacity or concurrent user limitations for the license purchased by you; or (g) remove, alter or obscure any copyright notice or other proprietary rights notice on the Product; (h) disclose the results of any benchmark testing using the Product to any third party; or (i) circumvent or attempt to circumvent any methods employed by Captaris to control access to the components, features or functions of the Product. Audit Captaris shall have the right to audit your compliance with the terms of this EULA. You agree to grant access to Captaris to facilities, equipment, books, records and documents and to otherwise reasonably cooperate with Captaris in order to facilitate any such audit. Ownership The Product is valuable property of Captaris and its suppliers and is protected by copyright and other intellectual property laws and treaties. Captaris or its suppliers own all right, title and interest in and to the Product and all copyright and other intellectual property rights in the Product. Limited Warranty Captaris warrants to you that the components of the Product for which you have paid the applicable license fees will perform substantially in accordance with the accompanying Product manual for a period of thirty (30) days from the date of receipt. Exclusive Remedy If a component of the Product fails to conform to the foregoing warranty, then Captaris will use commercially reasonable efforts to repair or replace the nonconforming component. If Captaris is unable to repair or replace the nonconforming component or determines, in its sole discretion, that repair or replacement is not practicable, then Captaris may instead terminate this EULA as it pertains to the nonconforming component and return the license fee paid by you for the nonconforming component. To the maximum extent permitted by applicable law, the foregoing sets forth Captaris's and its suppliers’ entire liability and your sole and exclusive remedy for breach of the limited warranty set forth above. THE LIMITED WARRANTY SET FORTH ABOVE IS VOID IF THE FAILURE IS DUE TO ACCIDENT, ABUSE OR MISAPPLICATION AND DOES NOT APPLY TO AN EVALUATION EDITION. Any replacement component will be warranted for the remainder of the original warranty period, if any. Indemnification Captaris will defend you against any judicial proceeding based upon a third party claim that the components of the Product for which you have paid the applicable license fee infringes any U.S. patent, U.S. trademark, copyright or trade secret and will indemnify you against any damages, judgments and costs finally awarded against you in such proceeding; provided that, you: (a) give Captaris prompt written notice of the claim; (b) permit Captaris to control the defense and settlement of the claim; and (c) cooperate with Captaris in the defense and settlement of the claim. Captaris's defense and indemnification obligations will not apply to any actual or alleged infringement based upon: (i) modification of the Product by anyone other than Captaris, (ii) abuse, misapplication or casualty loss, (iii) use of the Product in combination with any other program or device, if such infringement would have been avoided but for such modification or combination, or (iv) failure to install or use any error corrections, fixes or other updates furnished by Captaris, if such infringement could have been avoided by such installation or use. In the event any component of the Product licensed by you or your use of such component is held to infringe or in Captaris’s reasonable judgment is likely to infringe any third party intellectual property right, Captaris may, at its option, (x) obtain a license for you to continue to use such component, (y) modify the component so that it is noninfringing, or (z) terminate this EULA as it pertains to such component and refund a portion of the license fee paid by you for such component prorated over three (3) years from the date of purchase. The foregoing indemnification obligations do not apply to an Evaluation Edition or the Third Party Programs. Any indemnification that may be provided for any Third Party Program is set forth in any separate license agreement accompanying the Third Party Program. Disclaimer of Warranties EXCEPT AS EXPRESSLY SET FORTH ABOVE, CAPTARIS AND ITS SUPPLIERS PROVIDE THE PRODUCT “AS IS” AND WITH ALL FAULTS. CAPTARIS AND ITS SUPPLIERS HEREBY DISCLAIM ALL OTHER WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, ARISING BY LAW OR OTHERWISE, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR USE, TITLE AND NONINFRINGEMENT, WITH REGARD TO THE PRODUCT. WITHOUT LIMITING THE FOREGOING, CAPTARIS DOES NOT WARRANT THAT THE PRODUCT WILL BE FREE OF BUGS, ERRORS, VIRUSES OR OTHER DEFECTS. 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Software License Agreement v RightFax 9.4 Administrator’s Guide vi RELATING TO THE USE OR INABILITY TO USE THE PRODUCT OR OTHERWISE UNDER OR IN CONNECTION WITH THIS EULA OR THE PRODUCT IS LIMITED TO THE AMOUNT ACTUALLY PAID BY YOU FOR THE PRODUCT REGARDLESS OF THE AMOUNT OF DAMAGES YOU MAY INCUR AND WHETHER BASED ON CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY OR OTHER THEORY. The foregoing disclaimer of warranties, disclaimer of certain damages and limitation of liability will apply to the maximum extent permitted by applicable law. The laws of some states/jurisdictions do not allow the exclusion of implied warranties or the exclusion or limitation of certain damages. To the extent that those laws apply to this EULA, the exclusions and limitations set forth above may not apply to you. Export Restrictions You acknowledge that the Product is subject to U.S. export restrictions. You agree to comply with all applicable laws and regulations that apply to the Product, including without limitation the U.S. Export Administration Regulations. U.S. Government License Rights All Product provided to the U.S. Government is provided with the commercial license rights and restrictions described in this EULA. By installing, copying or using the Product, the U.S. Government agrees that the Product is "commercial computer software" or "commercial computer software documentation" within the meaning of FAR Part 12. Trademarks This EULA does not grant you any rights in connection with any trademarks or service marks of Captaris or its suppliers. Termination Without prejudice to any other rights, Captaris may terminate this EULA if you do not abide by the terms and conditions contained herein. Upon termination of this EULA, you must cease use of the Product and destroy all copies of the Product and all of its component parts. Assignment You may not assign (whether voluntarily, involuntarily, by operation of law or otherwise) this Agreement, the licenses granted to you hereunder, or any other rights under this Agreement without the prior written consent of Captaris. Subject to the foregoing restriction on assignments by you, this Agreement will be fully binding upon, inure to the benefit of, and be enforceable by Captaris and its respective successors and assigns. Governing Law; Jurisdiction Unless expressly prohibited by local law, this EULA is governed by the laws of the State of Washington, U.S.A. without regard to any conflict of law principles to the contrary. The 1980 U.N. Convention on Contracts for the International Sale of Goods or any successor thereto does not apply. You hereby irrevocably submit to jurisdiction of the state and federal courts located in King County, Washington with respect to any proceeding under this EULA or relating to the Product. You will not prosecute any action, suit, proceeding or claim arising under or by reason of this EULA except in such courts. Attorneys' Fees In any action or proceeding to enforce rights under this Agreement, the prevailing party will be entitled to recover costs and reasonable attorneys' fees. Severability If any provision of this EULA is held by a court of competent jurisdiction to be invalid, illegal, or unenforceable, the remainder of this EULA will remain in full force and effect. English Language It is the express wish of the parties that this Agreement and all related documents be drawn up in English. C'est la volonté expresse exigé par les parties que cette convention et tous les documents y afférents, soient rédigés en anglais seulement. Entire Agreement This EULA sets forth the entire agreement of Captaris and you with respect to the Product and the subject matter hereof and supersedes all prior and contemporaneous understandings and agreements whether written or oral. No amendment, modification or waiver of any of the provisions of this EULA will be valid unless set forth in a written instrument signed by the party to be bound thereby. Captaris Inc. Software License Agreement vii RightFax 9.4 Administrator’s Guide viii . ...........................................................................................................................33 Configuring the WorkServer Modules .............................. 14 Captaris Implementation Services ........................ 13 Other Resources for RightFax Users .........31 Understanding the Fax Server Internal Event Queue .................................................42 Configuring Kofax NetScan.....................................25 Configuring the User Messages Tab.....................................................................................................................23 Configuring the Feature Activation Tab ...................................................21 Configuring the General Tab.............45 Chapter 4 ix .................................................................................... 15 Customer Support ........ 14 Captaris Training Services ...............................Contents Chapter 1 Introduction.................. 13 About the RightFax System ....................... 44 Installing WorkServers on Remote Computers ...................................................................................29 Configuring the eTransport Tab ...................................................................................41 Printing a Time Strip on Faxes ....................... 30 Starting and Stopping the RightFax Server........... 17 RightFax Server with the Integration Module............ 18 How RightFax Works ...............................................21 Configuring the Advanced Tab ...............................................45 Requirements..................25 Configuring the Custom Messages Tab...........................................................................28 Configuring the Data Sharing Tab ....................................................................................................................................... 17 RightFax Satellite Server .........................43 Configuring PeopleSoft...... 17 RightFax Enterprise Server .......................................................................................................................................... 40 Adding and Deleting WorkServers ...................................................................................................27 Configuring the Admin Messages Tab............................ 17 RightFax Business Server ................... 18 Installing the RightFax Server...................................................................... 19 Chapter 3 Chapter 2 Configuring the RightFax Server Module .....35 Selecting a Service Account............ 13 Using This Guide................................................................... 13 Getting Help Online ................................... 15 Understanding the RightFax Servers ................................. ...................................................... 146 Using Two Overlay Forms in One Fax............................................................................ 133 Creating Groups of Users .................. 119 Creating a User Profile ......................................................... 146 Creating a New Overlay Form ............................................................................................................... 112 Working with Objects..................... 136 Creating Signatures .........................83 Configuring Simulation Transports ........................ 116 Running Enterprise Fax Manager Web Edition....................82 Configuring Fax over IP Failover........................................................................................................................................................................... 132 Importing Users...................................47 Configuring Brooktrout 1034 and Trufax Fax Boards .................................... 97 Description of the Captaris Sync Module...................................................................145 Managing Overlay Form Files ...93 Word-wrap for Text Attachments .........95 Troubleshooting the Conversion Engine ........ 103 Chapter 8 Managing Fax Servers with Enterprise Fax Manager .... 142 Adding a Signature to a Fax.......................109 Starting Enterprise Fax Manager ...... 109 Setting Preferences ............................................................................................................................................................................................................................................................................................................................................................................ 145 Editing Form File Properties...........................................................................................................81 Configuring T.............. 89 Understanding Server-Side Application Conversion............. 89 Description of the Captaris Conversion Engine .............RightFax 9..... 84 Configuring SMS via the Push-Proxy Gateway ........................ 66 Configuring Eicon Fax Boards............................. 86 Configuring Server-Side Application Conversion ................................95 Enabling and Using the Captaris Sync Module .............. 148 Chapter 9 Chapter 6 Chapter 10 Chapter 11 Chapter 7 Chapter 12 .............................................. 116 Creating RightFax Users..........51 Brooktrout SR140 Boardless Fax Over IP .................4 Administrator’s Guide x Chapter 5 Configuring the DocTransport and BoardServer Modules ...................................93 Configuring Server-Side Application Conversion for Microsoft Visio............................................................................................. 47 Configuring the RightFax DocTransport Module......................................................... 142 Creating a New Signature File ... 86 Requirements........................................... 90 Server-Side Application Conversion .............................97 Configuring the Captaris Sync Module for Active Directory Synchronization ............................................ 98 Configuring the Captaris Sync Module for LDAP Synchronization........................................119 Managing RightFax Users......................................... 110 Viewing RightFax Server Information ......... 59 Configuring the RightFax BoardServer.......................................... 121 Using Windows NT Security Authentication............................................................ 135 Editing Group Properties........................ 142 Creating Overlay Forms ................ 147 Adding an Overlay Form to a Fax...........85 Running DocTransport on Remote Computers ..................................... 141 Editing Signature File Properties ...................................................................37 Fax over IP........................................................................................... 114 Synchronizing the RightFax Server with External Systems ..... 113 Monitoring the Status of RightFax Servers and Services .................................................................141 Managing Signature Files ..............135 Managing Groups................................................... ................................................................................................164 Creating a New Library Document .... 151 The Standalone Fax Connector..............................................158 Requiring and Validating Billing Codes .............................................................................. 205 Editing Dialing Rules....................................................................150 Importing Printers into RightFax ................................................... 227 Selecting a Cover Sheet File to Use... 201 Troubleshooting the RightFax Alerts ..........159 Creating Library Documents............... 157 Managing Billing Codes................. 151 Using Scanners with RightFax................................................223 Creating an HTML Cover Sheet . 206 Load Balancing ..........180 Chapter 18 Using the Alerting and Monitoring Service ....................................................... 186 Editing Alert Properties ....169 Configuring the Push Proxy Gateway ................................................................................................................. 167 Understanding Message Types ........................ 187 Using SNMP Alerting ....... 194 Receiving RightFax Alerts in Your Network Monitor ..............................................................Chapter 13 Connecting Printers and Scanners.................... 178 Editing SMS and Pager Service Properties . 201 Creating Dialing Rules and Least-Cost Routing Plans................................... 184 Defining the Statistics to Monitor and their Alert Thresholds.................................................................... 218 Spam Blocking .........205 Managing Dialing Rules ...................................169 Understanding Two-Way SMS Support........................158 Importing Billing Codes.......................... 163 Editing Library Document Properties ......... 231 Chapter 19 Chapter 14 Chapter 15 Chapter 20 Chapter 16 Chapter 17 Chapter 21 Contents xi .............................. 219 Least-Cost Routing Examples ......................................................................................................................................... 230 Requiring Cover Sheet Fields............... 157 Editing Billing Code Properties ......................................164 Faxing a Library Document ............... 149 Managing Printers.......................168 Understanding Connectors ......................................................................................... 177 Managing SMS and Pager Services......................................... 217 Testing Dialing Rules and Fax Routes............................................................................................................................................ 215 Referencing Destination Tables in Dialing Rules............................. 163 Managing Library Documents................................................... 193 Configuring the Network Monitor Application ...149 Editing Printer Properties...... 157 Customizing the Names of Billing Code Fields .................................................................................................................................................................................. 179 Logging SMS and Pager Alerts ............................................................................... 195 Controlling RightFax Services From Your Network Monitor ..................... 183 Configuring the RightFax Alerting Service............................................................................................ 214 Editing Destination Tables ............................................159 Accessing ODBC Billing Codes ......................................................................................................................................................................................................... 217 Call Blocking..............193 Configuring the SNMP Service on the RightFax Server............................................................. 223 Creating a Microsoft Word Cover Sheet ................ 151 Configuring RightFax to Automatically Print Faxes ......169 Understanding Log Files ............183 Installing the Alerting and Monitoring Service ............................................................................................................................................................................................................... 216 RightFax InterConnect....... 165 Text Messaging Using the Push Proxy Gateway......... 194 Querying RightFax Status Variables............................................ 219 Creating Fax Cover Sheets ............. 213 Managing Destination Tables.......... 219 Approving Blocked Faxes ......................................................... 152 Creating Billing Codes .... 170 Adding SMS and Pager Services........................ 225 Creating a PCL Cover Sheet................................................... ..........................................................................................................................................................................................238 Configuring OCR Routing...................................................234 Using OCR to Route Received Faxes .................................................................... 263 Fax Approval ................................................... 268 LDAP Phonebooks .................................................... 235 Configuring RightFax to Perform OCR Routing ........................................ 292 Using TeleConnect to Access Faxes by Phone. 271 Using the Connector for Oracle CRM...... Sending............................... 266 Using MAPI Phonebooks............ 253 Using the Fax Information Dialog Box .................................................................................................................................... 298 Requesting Fax Routing Information ......... 265 Importing Entries Into the RightFax Phonebook ........................................ 298 Voice Prompt Files................. 237 Configuring DID/DNIS Routing .... 286 Sending a Fax via SMTP/POP3 ...............265 Using the RightFax Phonebook ....................................................................................................................................4 Administrator’s Guide xii Chapter 22 Using Optical Character Recognition .............259 Using Embedded Codes ... 302 Chapter 27 Chapter 23 Chapter 28 Chapter 24 Chapter 29 Chapter 25 ...................... 247 Installing and Configuring AutoReply ..... 237 Configuring DTMF Routing ......... 279 Faxing HTML Documents from an Oracle CRM Application ................................................................. 270 Fax Broadcasting .......................... 296 Multilingual Support .................................. 297 Toll-Number Support......................................................................................................... 263 Approving Faxes Blocked by Dialing Rules .... 253 Creating a Fax..... 281 Adding and Configuring Email Gateways............................. 251 Creating..........................239 Configuring ANI Routing................................................... 245 Responding to Inbound Faxes with AutoReply ....... 277 Managing Faxes on the RightFax Server.............................................................................254 Sending Documents to Email Addresses .................. 242 Configuring Delivery Methods for Users ........... 263 Controlling Deleted Faxes ........................................................................................... 290 Embedded Codes in Mail Messages.... 299 TeleConnect Registry Configuration ....................249 Customizing the Reply Fax .................................................. 286 Receiving Faxes via Email............... 235 Routing Inbound Faxes .......................................................................................................234 Opening OCR Text Files ............... 283 Sending a Fax from GroupWise...................................................................................................................................................... 245 Assigning Unique ID Numbers to Fax File Names and Routing to a Network Folder.....................................................................239 Configuring Channel Routing ...RightFax 9.....................................295 Configuring TeleConnect ................................................................................ 247 Requirements......... 268 Using ODBC Phonebooks................................................. 278 Changing the Network Service Account... 291 Running the Email Gateway Remotely .........277 Setting Defaults for Sent Faxes...... 292 Troubleshooting the Email Gateways ...................... 262 Monitoring Transmission Success and Failure .......240 Configuring CSID Routing ..................................... and Deleting Faxes.................................................................... 243 Distributing Faxes to a Group of Users ................................................................. 295 Retrieving Faxes Via TeleConnect.............................. 279 Using RightFax Email Gateways ....................................................................... 247 Managing AutoReply from a Remote Computer .................................... 289 Email Notification of Received Faxes .............................................................. 233 Enabling OCR Processing on the WorkServers ................ 233 Configuring RightFax Users for OCR Conversion.....................264 Chapter 26 Creating Phonebooks and Broadcasting Faxes ...........................................281 Installing the Email Gateway Software.................................................................250 Troubleshooting the AutoReply Service ...................................................................... ..............309 Supported Database Collation............................................................. 335 Local BoardServer Statistics .........................305 Backing Up and Restoring the RightFax Server and Database...............................................................................................336 All BoardServers Statistics ........................................................................................................................................................308 Purging Fax Records using DBPurge........................................ 310 RightFax Embedded Codes311 File Formats that Convert to Fax Format323 Error and Status Messages325 Alerting and Monitoring Statistics331 Fax Server Statistics ..........................................340 Appendix A Appendix B Appendix C Appendix D Index ...................................... 343 Contents xiii .................................... 331 Database Statistics ...................................................309 Removing Orphaned Faxes ............................................................309 Purging Faxes from Users’ Fax Mailboxes.........................Chapter 30 Backing Up and Maintaining the RightFax Software and Database ...................................340 Paging Server Statistics..339 RPC Server Statistics .......................... 332 Workserver Statistics.......... 305 Changing the Connection to the SQL Server .........................................................................................................................306 Purging Deleted Fax Records from the Database .............................................334 Gateway Statistics ............... RightFax 9.4 Administrator’s Guide xiv . attaching documents. A RightFax email gateway acts as a communication link between the RightFax server and an email server. Advanced gateways for Microsoft Exchange and Lotus Notes are available as separate modules. and delete faxes. view. With FaxUtil. Other Resources for RightFax Users Because your RightFax servers can support dozens. With an email gateway. print. Using This Guide The RightFax Administrator’s Guide is designed for RightFax administrators who will be installing and configuring the RightFax software on both client and server computers. schedules outgoing faxes. and managing faxes directly from a user’s desktop computer.Chapter 1 Introduction About the RightFax System The RightFax system is a comprehensive network fax solution for creating. converts outgoing faxes. and Web Client fax client applications. 13 . They can view other users’ fax mailboxes and delegate views into their personal fax mailboxes. The server consists of several services that run on one server computer or several networked computers to distribute heavy workloads. and routes incoming faxes. The RightFax fax server manages network print queues assigned to faxing. A user can enhance the fax by adding a cover page. quick reference cards give you quick and easy access to the most common fax management features of the FaxUtil. In addition to the user’s guides. and easily accessible. users can forward. and inserting graphics. receiving. or even thousands of fax users. hundreds. This guide assumes you have knowledge of the Windows operating systems operating systems. sending. These useful cards are compact and can be easily distributed throughout even the largest organizations. the user’s customary email client software can serve as the fax client. Microsoft Exchange. Similarly. Lotus Notes. Routing can be optimized with Intelligent Least-cost Routing™ rules. overlaying a form. easy-to-use. as well as knowledge of networking systems and your own organization’s network. RightFax has designed its end-user documentation to be thorough. RightFax features and intuitive design make faxing as easy as printing to a network printer. RightFax includes email gateways for Novell GroupWise and SMTP/POP3. FaxUtil is the RightFax mailbox where users create. and manage faxes. RightFax fax board services can be installed on remote servers to distribute the workload across several computers and to provide expanded channel capacity and system redundancy. route. Typically.captaris. Regular classes are held at the state-of-the-art RightFax Training Center in Tucson. For more information on RightFax training. Our comprehensive technical. administrative.4 Administrator’s Guide 14 Getting Help Online Most of the RightFax windows and dialog boxes include context-sensitive help. press F1 to view a definition.RightFax 9. or you can choose the convenience of training at one of our regional locations. Arizona. this help describes each field and option in a dialog box.1 The Contact Information Dialog Box Click the question mark icon Click this icon. a searchable customer support knowledgebase. To do so. but you can edit the text to provide customized information. and the latest product offerings are all online at www. Or. Select the Help menu The RightFax Web site offers the latest product information. users can select Contact Information. Editing Contact Information in FaxUtil In the FaxUtil Help menu. Captaris Training Services RightFax training gives you the skills to optimize your RightFax solution. edit the text file Contact. and then click any option on the dialog box to view its definition. and user training programs produce full utilization and understanding of RightFax products. This context-sensitive help can be launched from the question mark icon in the title bar of a dialog box. software downloads. View this help by selecting the Help menu. You can enter 24 lines of text and up to 59 characters per line. and a dialog box opens that lists RightFax technical support contact information. This contact information appears in English with RightFax contact information. You can browse the help for a topic or use the index to look up key words and terms. Figure 1.txt located in the \RightFax\Bin folder on the RightFax server. Updated documentation. please . Training materials and computer-based training tools are also available. throughout the year. Online help for tasks or conceptual topics also is available.com/rightfax. and advanced integration services. to 5:00 P. configuration review.com/rightfax
[email protected] our Web site at www. Monday through Friday 7:00 A. or a combination of both.M. If you have questions of a technical nature. RightFax Customer Support: Captaris Suite 210 6303 E.com/training. an on-site implementation. On the RightFax Web site. Tanque Verde Tucson. Pacific time. 5:00 A. upgrades.com Captaris Implementation Services Captaris Implementation Services offers a team of highly skilled engineers who are experts in the deployment. or call us at (520) 320-7098 and let us help you develop a customized training plan for your organization.captaris. Chapter 1 Introduction 15 . contact your organization’s RightFax administrator or network administrator before calling the RightFax customer support department. the Implementation Services team can quickly integrate RightFax solutions with your existing applications. implementation. Arizona 85715 USA Voice: Fax: Web: Email: (520) 320-7070 (520) 321-7461 www.M. Whether it's through remote dial-in. configuring.M. to 3:00 P. and maintaining RightFax software. a database of customer support knowledge contains a wealth of information on installing. Saturday Support Sales and Administration: (520) 320-7000 Customer Support Your Customer Support Guide includes detailed information about the support options available to RightFax customers.captaris. and integration of RightFax solutions. Implementation services include installation and configuration. Please fill out the RightFax Software Warranty & Registration Card and return it immediately.M. Pacific time. 4 Administrator’s Guide 16 .RightFax 9. saving time. configure. RightFax Business Server RightFax Enterprise Server RightFax Enterprise or Business Server with the Integration Module RightFax Satellite Server RightFax Server with the Integration Module RightFax Business Server This RightFax server supports unlimited user accounts. The RightFax Small Business Integration Module can be installed on the RightFax Business and Enterprise servers. and manage faxes directly from your desktop computer. and TeleConnect™ modules.Chapter 2 Understanding the RightFax Servers Thank you for choosing RightFax fax server software. The RightFax system features and intuitive design make faxing as easy as printing to a network printer. With this comprehensive network fax solution. and the SNMP Alerting™. The RightFax Enterprise Integration Module can be installed on the Enterprise server. you can create. send. Docs-on-Demand™. The Enterprise server is also available as a product suite that includes the RightFax Enterprise server. The Integration Module integrates RightFax with applications on mainframe. and manpower. 17 . and manage. expandable to support unlimited fax channels. and PDF modules. Administrators will find that because it is a native Windows service. mid-range. It includes three WorkServers and one fax channel. plus the Gateway for Microsoft® Exchange. RightFax offers the following versions of its fax server software: RightFax Enterprise Server This RightFax server supports unlimited user accounts. but is expandable to up to 30 fax channels. OCR Converter™. The RightFax server and the RightFax Integration Module enable applications for information exchange. RightFax is easy to install. and local area network host systems. It includes one fax channel. the Gateway for Lotus Notes®. money. receive. the Document Management Connector™. This server includes the RightFax Web Client™ and the OCR Router™. the RightFax WorkServer and BoardServer modules can run on different computers to redistribute heavy workloads. RightFax WorkServer modules. RightFax Queue Handler. All files associated with a single fax will have the same file name. starting with number 301. and how frequently old faxes are deleted. More space may be required depending on the number of faxes sent and received. For more information on the RightFax database and applicable SQL database management tools. least 500 Mb of storage to your RightFax server. and route faxes. RightFax DocTransport module and. Fax server services The RightFax fax server consists of several services: the RightFax Server module. RightFax Database module. but different file extensions will indicate the page number. Before configuring RightFax for your particular network installation. and printers) and to organize.RightFax 9. How RightFax Works RightFax is comprised of these basic components: Fax image files Fax database (SQL) Fax server services Fax client programs Fax database RightFax uses a SQL database to manage RightFax system objects (such as users. fax processing continues automatically. you should understand the function of each component. track. see Chapter 30. The file extension increments by 1 for each subsequent page of the fax. Fax image files All sent and received faxes are stored as compressed graphic image files (CCITT Group III format) in the RightFax\Image folder. Warning If you re-name RightFax image files. Note RightFax monitors the amount of free disk space on the server and will shut down certain processing elements when available disk space falls below 50 Mb. Fax image files are assigned file names by the RightFax server and these file names are directly referenced by the RightFax SQL database. the email gateway and integration modules. they will not be recognized by the RightFax server. RightFax RPC Server module. Because fax images can consume a large amount of disk space. A typical fax consumes 35 Kb. “Backing Up and Maintaining the RightFax Software and Database”. However. RightFax provides some database management and diagnostic utilities. When sufficient disk space is restored. you should dedicate at . Each individual page of a fax is saved as a separate file. File extensions for RightFax image files are numeric. groups. controls the conversion of outgoing faxes. In most cases. optionally. though some can be as large as 150 Kb or as small as 5 Kb per page. The RightFax Server Module Manages the network print queues assigned to faxing. and works with the BoardServer module to schedule outgoing faxes and route incoming faxes. all the services run on the same machine so that the Server module can automatically start and stop the programs as necessary. indicating the first page of the fax.4 Administrator’s Guide 18 RightFax Satellite Server This RightFax server supports up to 15 user accounts. Third-party and custom SQL utilities can also be applied to the RightFax database. It includes two WorkServers and two fax channels. and printing faxes. This module lets you configure fax boards for conventional fax transmission. least-cost routing. The RightFax Database Module This is the fax database manager. It includes all the functionality of FaxUtil. The RightFax DocTransport Module Lets you configure the methods by which RightFax will be able to transmit documents. Version 9.7 or higher of the FaxUtil client. refer to the RightFax Installation Guide. Enterprise Fax Manager Enterprise Fax Manager is the primary RightFax administrator application. RightFax Web Access RightFax Web Access is RightFax’s browser-based client application. It includes all the functionality of Enterprise Fax manager. With Enterprise Fax Manager. It accesses the SQL fax database to provide client programs with the information used in fax transactions including deleting. the RightFax administrator can manage users. printers. viewing. executes requested tasks. Enterprise Fax Manager Web Edition Enterprise Fax Manager Web Edition is a browser-based RightFax management tool. forwarding. and notifies the database when tasks are complete. Chapter 2 Understanding the RightFax Servers 19 . as well as set up RightFax for SMS messaging. creating. The RightFax Queue Handler Monitors the HPFAX print queue for inbound jobs and directs them to RightFax for processing.3 servers support versions 8. It handles requests to schedule outgoing faxes for transmission and informs the Server module when a new fax has been received and needs to be processed. The RightFax RPC Module Acts as an interpreter between the RightFax client programs and the fax database on the server. print. while another WorkServer separately handles automatic printing of incoming faxes. The RightFax BoardServer Module Acts as an interpreter between the fax boards and the Server module. For example. groups. users can view. It periodically asks the RightFax database if its services have been requested. and manage their faxes. one WorkServer can convert PCL-5 print files into fax images. RightFax client programs FaxUtil FaxUtil is RightFax’s Windows-based client application. DOCplus. but can be accessed from any compatible Web browser. You can configure multiple WorkServer modules to handle processor-intensive tasks such as print-to-fax file conversions.The RightFax WorkServer Module Performs one or more functions on behalf of the RightFax Server module. and the general functions of the fax system. With FaxUtil. but can be accessed by users from any compatible Web browser. Installing the RightFax Server For information and instructions on installing the RightFax server software. Multiple BoardServer modules can be installed on remote servers to distribute the workload across several machines and provide expanded channel capacity and system redundancy. and Eicon fax boards. Fax-over-IP. RightFax 9.4 Administrator’s Guide 20 . CSID data is information about the calling party sent to the fax board by the phone company. Although the default configuration of the RightFax Server module allows you to send and receive fax documents. inbound fax routing. and notifications about document processing and server status. “Managing Fax Servers with Enterprise Fax Manager”. Click the name of the RightFax server to configure in the tree in the left pane of the Enterprise Fax Manager window. Enable CSID Routing Enables automatic inbound routing using CSID (caller subscriber identification). the RightFax server administration tool. Chapter 3 Configuring the RightFax Server Module 21 . The Server Configuration dialog box opens. select Start > Programs > Enterprise Configuring the General Tab Figure 3. 2. For more information on Enterprise Fax Manager. In the Service Name list.Chapter 3 Configuring the RightFax Server Module The RightFax Server module manages the network print queues assigned to faxing. On the RightFax server. double-click RightFax Server Module. You can configure the RightFax Server module to customize global fax settings. and works with the RightFax BoardServer module to schedule outgoing faxes and route inbound faxes. The rest of this chapter explains each of the options in this dialog box. A list of services appears at the lower-right pane of the window. see Chapter 8. This runs Enterprise Fax Manager.1 The Server Configuration Dialog Box General Tab Fax Manager. The CSID is different for each caller. and can be anything from a phone number to a company name. controls the conversion of outgoing faxes. To configure the RightFax Server module 1. 3. you should configure it to meet the needs of your enterprise immediately after installing the RightFax server software. After the quick header is enabled. Records errors and major events only.4 Administrator’s Guide 22 For CSID routing to work. you must create a CSID routing table that lists RightFax routing codes and the CSIDs to be routed to them. select “None set. Disable Routing of Faxes with Errors When enabled. and fax ID at the very top of each fax page). For more information on groups. time.” Record DNIS Information Specify where to store DNIS (dialed number identification service) information for each incoming fax. quick headers will be applied to all outgoing faxes.” Forced delays can also be set for groups of RightFax users.RightFax 9. No information is saved. Records all significant events and is most useful for tracking and resolving problems. Select “Billing code 1” to save DNIS information in the fax Billing Code 1 field. this option should be set to “1. Note Because it overwrites any data in the location you specify. If you are not supporting multiple sessions on a Windows Terminal Server. Records critical errors only. see Chapter 10. DNIS information should be saved to a field that is not used by your RightFax system. Verbose. Note Intel® Dialogic® fax boards do not support the Quick Header feature. Normal. Select “Don’t record” to discard DNIS information. To not delay faxes. you can customize the text in the BoardServer module (see “Quick Header Format” on page 71. Select “Billing code 2” to save DNIS information in the fax Billing Code 2 field. RightFax uses the “Default” user ID as a template when creating new users. Faxes are still available through FaxUtil and will have a status of ‘Incompletely Received’. Specify as many print queues as necessary to prevent sessions from hanging in the print queue. this option will prevent routing of incomplete faxes through an email gateway or network directory. . Enable Quick Headers Allows a second line to be added below the TTI line (the line listing the date. For more information on CSID routing and creating a CSID routing table see “Configuring CSID Routing” on page 242. Number of Fax Queues to Create Specify the number of fax print queues to create to allow multiple users to send simultaneous print-to-fax jobs with Windows Terminal Server. Delay All Faxes Until Specify the time of day after which all faxes sent by users without RightFax administrative access will be sent. This is the maximum number of sessions that can simultaneously access the RightFax print queue. so you must use one of three existing fields: Create New User when Printing to the Fax Queue Assigns a new RightFax user ID to network users who print to the fax queue but don’t have a RightFax user ID. “Creating Groups of Users”. DNIS is specially encoded data that may be included with your incoming calls as a service provided by your phone company. Select “Fax DID number” to save DNIS information where the originating phone number is saved. If this check box is selected. Terse.” You can select the following options: None. The number of queues you specify depends on the number of fax users supported by Terminal Server. Caution If you leave this value set to “Verbose” for long periods of time. the Event Log can become full which may prevent new events from being logged. RightFax fax records do not include a field dedicated to storing DNIS information. total pages. Event LogLevel Specify the level of information logged in the Application Event Log under the service name “RightFax Server Module. page number. it will be saved in the sender’s FaxUtil mailbox with the status message: “ED:Fax Number Busy. No information is saved. Configuring the Advanced Tab Figure 3. Normal. Chapter 3 Configuring the RightFax Server Module 23 . Verbose. users receive notification messages based on the notification options specified in FaxUtil.” (“ED” stands for “Error. a busy signal). Allow Notification Enables fax notifications to be sent to RightFax users.Notification settings Notification settings can be changed without stopping and re-starting the RightFax services. The sender can force RightFax to manually retry sending the fax by clicking the fax and press CTRL+K. Records all significant events and is most useful for tracking and resolving problems. Records critical errors only. Admin Once Only Notifies the group administrator and alternate administrator of their users’ unviewed faxes one time only. If a fax has not been successfully sent after the specified number of retries. None. add a REG_DWORD value called Notify_Freq to HKEY_LOCAL_MACHINE\Software \RightFax\FaxServer and set the value data to the number of minutes you want there to be between notifications. When this check box is selected. Admin Notify Time Specify the length of time in minutes that the server will notify a user’s group administrator of unviewed faxes. Note By default. User Notify Time Specify the length of time in minutes that the server will attempt to notify a user of an unviewed fax before it notifies the user’s group administrator. Terse. Transmission Dropped”). Records errors and major events only. the Event Log can become full which may prevent new events from being logged. Interval Specify the minimum delay in minutes before a failed fax transmission is rescheduled to send.2 The Server Configuration Dialog Box Advanced Tab Database settings Event LogLevel Specify the level of information logged in the Application Event Log under the name “RightFax Database Module. To re-define this interval. the RightFax server sends periodic notifications to users every five minutes. Caution If you leave this value set to “Verbose” for long periods of time.” You can select the following options: Retry settings Count Specify the number of times (including the first attempt) an outgoing fax transmission will be attempted after it encounters a non-fatal error (for example. RightFax 9. If a file I/O request occurs when all the threads are busy. the request will wait in line to be serviced. Use External Validation Tells RightFax to use an external program to verify billing codes on outbound faxes. you should never increase the number of threads to more than 10. External document connector The external document connector settings are used for integrations between RightFax and third-party systems. not just billing codes. and memory). If this check box is not selected. Select Service Account Click this button to select a service account for the RightFax Server and RightFax Database services. and memory). To work. CPU time. “Field 1 Only” requires only the Billing Code 1 field contain a valid code. The RightFax Database module can respond to database requests from multiple clients and multiple protocols at the same time. The efficiency of this process depends on the number of file I/O threads available. Because each thread uses resources (file handles. Enabling Windows authentication to the SQL server requires additional configuration. The efficiency of this process depends on the number of database I/O threads available. but not necessarily both.4 Administrator’s Guide 24 Maximum Threads Sets the number of database I/O threads reserved to service client requests. Validate from Email Gateways Validates all billing codes added to fax-bound email messages. For instructions on . the fax will not send and the user will receive notification that the fax did not send due to an invalid billing code.captaris.. a program must be written with the SQL Connection This field displays the connection string that defines the RightFax server’s connection to the SQL database. “Field 2 Only” requires only the Billing Code 2 field contain a valid code.] button on the right. Maximum File I/O Threads Sets the number of file I/O threads reserved to service client requests. Billing code settings Billing code settings can be changed without stopping and restarting the RightFax services. Selecting “Both Fields” requires both Billing Code 1 and Billing Code 2 fields contain valid codes.. For information on downloading and using the RightFax API. setting this value too high will deplete the server's resources for other tasks. The RightFax Database module can respond to file I/O requests from multiple clients and multiple protocols at the same time. For more information on changing and editing the connection to the RightFax database on the SQL server. If a billing code cannot be validated. Click to clear the Enabled check box to disable and prevent the external document connector from writing large amounts of unused data to the server hard drive. If a database request occurs when all the threads are busy. Separate Validation Customizes the way in which required billing codes are validated against the RightFax database. see “Changing the Connection to the SQL Server” on page 305. Specifying an account for these services is only required if you want to connect to the SQL database using Windows authentication. visit the Captaris Web site at www. Because each thread uses resources (file handles. any billing code will be accepted). These settings should only be set by following the instructions for integrating with a third-party system. “Field 1 or Field 2” requires either of the billing code fields to contain a valid code. You can make changes to the SQL connection by clicking the [. the request will wait in line to be serviced. This gives the user the ability to validate faxes based on several different criteria. RightFax API to perform the verification of billing codes.com. CPU time. billing codes may be added to fax-bound email messages but will not be validated prior to sending (in other words. Figure 3. A bad form was specified. (described on page 215. For more information on upgrading your server license.3 The Server Configuration Dialog Box Custom Messages Tab Fax needs approval Fax number blocked One of the sender’s outgoing faxes needs approval. Table 3a Notification Message Options Configuring the Feature Activation Tab The Feature Activation tab allows you to launch the Captaris Product Licensing Utility (or PLU).configuring network authentication to the SQL server. add additional fax channels. refer to the RightFax Installation Guide. Fax numbers can be blocked using the following options: Dialing rules. and add new RightFax components. The call blocking Windows Registry entry on the BoardServer. Notification message Bad fax phone number Bad form type Fax blocked by Do Not Dial Variable options ~1 = User ID ~2 = Fax phone number ~1 = User ID ~1 = Recipient’s name ~2 = Recipient’s fax number ~3 = Fax error code ~4 = Sender’s user ID ~5 = Billing code 1 ~6 = Billing code 2 ~7 = Recipient’s company ~8 = An HTML link to the fax on the WebUtil client (if applicable) ~1 = User ID ~2 = Recipient’s name ~3 = Recipient’s fax number ~1 = Recipient’s name ~2 = Recipient’s fax number ~3 = Fax error code ~4 = Number of retries ~5 = Billing code 1 ~6 = Billing code 2 ~7 = URL link to the fax on the RightFax server (this option can only be used with a RightFax email gateway When used The fax number contains invalid characters. The PLU is required when changing or adding to your feature set. Each message has its own available data variable options. The recipient’s fax number is blocked by the RightFax BoardServer. described in the following table. A fax was not sent because the destination fax number was blocked by the Do Not Dial feature. see “Configuring Windows Authentication to the SQL Server” on page 319. Chapter 3 Configuring the RightFax Server Module 25 .) Configuring the Custom Messages Tab These options let you customize the text of messages that are sent for fax status notifications for users (described on page 131). Notification messages can contain a combination of text and variable data. ~1 = Recipient’s name The fax could not be sent. ~3 = Recipient’s company ~4 = URL link to the fax on the RightFax server (this option can only be used with a RightFax email gateway) Sending fax Incomplete fax Successful send Invalid billing code New fax ~1 = User ID ~2 = Billing code 1 ~3 = Billing code 2 ~1 = Number of pages A new fax was received. ~2 = Recipient’s fax number ~3 = Fax error code ~4 = Number of retries ~5 = User ID ~6 = Billing code 1 ~7 = Billing code 2 ~8 = Recipient’s company ~1 = Recipient’s name The fax starts to send or is ~2 = Recipient’s fax number still sending after a few ~3 = User ID minutes. ~3 = Recipient’s fax number ~4 = Error encountered ~1 = User ID ~2 = Unique ID of the fax The sender did not complete all of the required fax information fields. received ~2 = User ID ~3 = Received remote ID ~4 = TeleConnect ID ~5 = Unique ID of fax ~6 = URL link to the fax on the RightFax server this option can only be used with a RightFax email gateway) ~1 = User ID The fax was held for ~2 = Recipient’s name preview and is now ready. Notification message Sending error Variable options When used Imaging error ~1 = User ID The server cannot ~2 = Recipient’s name generate a fax image.4 Administrator’s Guide 26 Table 3a Notification Message Options (Continued) Table 3a Notification Message Options (Continued) Notification message Human Answered Fax Variable options ~1 = Recipient’s name ~2 = Recipient’s fax number ~3 = Fax error code ~4 = Number of retries ~5 = User ID When used The fax was canceled (not accepted) by the recipient when the recipient responded to the RightFax voice prompt. ~3 = Recipient’s fax number ~4 = Billing code 1 ~5 = Billing code 2 Ready for preview . ~4 = Recipient’s company ~1 = Recipient’s name The fax transmission was ~2 = Recipient’s fax number successful. The sender did not provide a valid billing code.RightFax 9. the default message will be listed. These options let you customize the text of SMS or pager messages that are sent for fax status notifications for users (described on page 127).Table 3a Notification Message Options (Continued) Configuring the User Messages Tab When used Notification message Too many retries Variable options ~1 = Recipient’s name The fax was abandoned ~2 = Recipient’s fax number after the maximum number ~3 = Fax error code of send attempts. and then click OK. For more information on configuring SMS and pager notifications. The next time you open the dialog box. ~4 = Number of retries ~5 = User ID ~6 = Billing code 1 ~7 = Billing code 2 ~8 = Recipient’s company ~9 = URL link to the fax on the RightFax server (this option can only be used with a RightFax email gateway) A received fax has not been viewed or printed. Figure 3. Chapter 3 Configuring the RightFax Server Module 27 . see Chapter 17. “Adding SMS and Pager Services”. delete it.4 The Server Configuration Dialog Box User Messages Tab Viewed or printed ~1 = User ID fax To return a notification message to the default setting. select the text. Table 3b User Message variables To return a notification message to the default setting.5 The Server Configuration Dialog Box Admin Messages Tab Outgoing fax abandoned Recipient has ~1 = From name been sent a ~2 = To name fax . select the text. “Adding SMS and Pager Services”. alert types. the default message will be listed. and alert messages to send. RightFax Enterprise versions 8. see Chapter 17. and then click OK. The next time you open the dialog box.7 and higher include a more comprehensive Alerting and Monitoring service that lets you select from hundreds of server statistics to monitor and define the event thresholds. For more information on configuring SMS and pager notifications in RightFax. Some messages also let you add variables that are specific to the event you are being notified of. The fax recipient notification address is entered by the RightFax client user when creating a new outbound fax. (last attempt) ~4 = Send attempts ~5 = Owner ID ~6 = Billing code 1 ~7 = Billing code 2 ~8 = Recipient’s company ~6 = URL link to the fax on the RightFax server (requires the Gateway for Microsoft Exchange) Sent to the fax recipient to notify that a fax has been sent from the RightFax server. Configuring the Admin Messages Tab When used Alert New fax received Variables ~1 = Page count Sent to a RightFax user ~2 = CSID or ANI of sender when a new fax is received. Each pager alert has its own set of available variables. Figure 3. These options let you customize the text of SMS or pager administrative alerts (described on page 128). enter the custom message text you want. described in the following table. For more information on the RightFax Alerting and Monitoring service.RightFax 9. ~3 = TeleConnect ID ~4 = CSID ~5 = ANI ~1 = Recipient’s name Sent to a RightFax user ~2 = Recipient’s fax number whose outbound fax has ~3 = Short error description failed to send for any reason. delete it.4 Administrator’s Guide 28 For each message type. see Chapter 18. “Using the Alerting and Monitoring Service”. Table 3c Admin Message Settings Table 3c Admin Message Settings (Continued) Alert Internal queue reached 90% Probable bad line Send queue too deep Default message The fax server internal queue is more than 90% utilized. The fields within the Data Sharing tab represent folders that must be shared among all the RightFax servers within a Data Sharing environment. The send queue depth on server ~3 is currently: ~1/~2 (faxes/pgs). Choosing this Chapter 3 Configuring the RightFax Server Module 29 . Disk space getting low None Configuring the Data Sharing Tab ~1 = Fax server name ~2 = Up time (dd:hh:mm:ss) ~3 = Fax server internal queue usage ~4 = Total faxes sent since install date ~5 = Total faxes received since install date Heartbeat (periodic status) The capacity of RightFax servers can be multiplied by combining two or more servers that share a common SQL database. enter the custom message text you want. Fax sending and receiving is not currently operating. load:~3. and then click OK. delete it. Variables None None ~1 = Queue depth (faxes) ~2 = Queue depth (pages) ~3 = BoardServer machine ~1 = Fax server name The BoardServer on ~1 is ~1 = BoardServer no longer running. described in the following table. the default message will be listed. See the RightFax Installation Guide for installation instructions. This is accomplished by installing and configuring multiple RightFax servers to share a RightFax database and corresponding resource folders. Fax machine sending and receiving operations are functioning on other BoardServers. One or more drives on the fax server are critically low on disk space (<50MB). Some messages also let you add variables that are specific to the event you are being notified of. Many fax server functions have been suspended. faxes sent:~4.For each message type. The next time you open the dialog box. One or more drives on the fax server are approaching critically low disk space (<150MB). This account must have full control of these folders. Probable bad phone line detected. Fax server ~1 up for ~2 (d:h:m:s). Each pager alert has its own set of available variables. one running Default message All BoardServers are down. none running BoardServer failed. rcvd:~5. Share permissions must be given to the account used to run both the Server module and DocTransport module. Variables None Alert BoardServer failed. select the text. None Disk space critically low Server shutdown incorrectly The fax server process was not properly shut down. To return a notification message to the default setting. SMTP Hostname Enter the name of the SMTP mail server to which outbound documents sent to email addresses via the RightFax client applications will be sent. FCS (contains fax cover sheets). CmdData (contains transaction files for each fax sent via email or via SecureDocs). such as a storage area network (SAN). Figure 3.4 Administrator’s Guide 30 account can be done by click the Select Service Account button. Password Enter the password for the account name that you entered in the Account Name box. Important Using the eTransport service requires SMTP server with relay enabled. RightFax users using the FaxUtil client will not have the option to address fax documents to an email address. Image (contains sent and received faxes stored as compressed graphic image files).6 The Server Configuration Dialog Box eTransport Tab \\<Shared Storage>\RightFax\Image \\<Shared Storage>\D$\RightFax\Image \\<ip address>\RightFax\Image \\<Shared Storage>|RightFax\Image A complete list and description of the shared data folders is provided below. The Remote Service Paths button allows you to specify paths to the \RightFax\Image directory on Remote DocTransport servers. network share on file server. If no SMTP mail server is specified here. BFT (contains text files created by the OCR process). Outgoing (contains outbound files from all submission methods that are held while being processed into fax images. enter the account name in this box. For Example: Configuring the eTransport Tab The eTransport options configure the server to send outbound fax documents to email addresses in addition to fax numbers. The folders must be accessible to all the servers in the shared configuration.RightFax 9. Papers (contains the names of overlay form files). SIG (contains graphic images of user signatures for placement on faxes). or network access to a local drive on one of the RightFax servers. such as temporary fax queue spool files). Account If the SMTP mail server requires an account name in order to gain access. Each of these folders can be located in common disk storage. . enter the following command: net start serviceshortname (for example. To stop the RightFax server from a command prompt. To start the RightFax server. net stop rfboard) These services are configured and started during installation. Chapter 3 Configuring the RightFax Server Module 31 . RightFax Server module. and the RightFax WorkServer modules. They must be started by the RightFax Server module. Server module BoardServer module Database module DocTransport module Queue Handler RPC Server module WorkServer module Integration module (optional) Email Gateway module (optional) Stopping the RightFax Server To stop the RightFax server from Windows Control Panel. For more information on this option and configuring the RightFax server for certified document delivery. you will see several RightFax modules.” These are: Note You should never start the RightFax Database module. Next.SMTP service extensions If the SMTP mail server uses SMTP service extensions. You should only need to stop and start RightFax services during server or network maintenance. This field is required if you have installed the SecureDocs Module. net start rfserver) Starting and Stopping the RightFax Server The RightFax server is comprised of several services. For more information on this option and configuring RightFax for certified document delivery. Starting or stopping the RightFax server requires starting or stopping the separate processes. start the Services program. Web Server Enter the Internet host name of the machine running the IIS server that the RightFax SecureDocs module is installed on. This will start the RightFax Database module. refer to the RightFax SecureDocs Module Guide. In the list of services. Starting the Server Using the Services Program In Windows Control Panel. SMTP service extensions start an SMTP session by issuing the EHLO command instead of the HELO command. This field is required if you have installed the RightFax SecureDocs Module. Web Site Enter the name of the folder on the IIS server that contains the certified document delivery Web site. click Stop on the RightFax Server module and the RightFax BoardServer module services. refer to the RightFax SecureDocs Module Guide. WorkServer modules. select this check box. There are two ways to start or stop the processes. click the RightFax Server module and click Start. Starting the Server at a Command Prompt In a command prompt window at any prompt. click the RightFax BoardServer module and click Start. type the following: net stop serviceshortname (for example. called “modules. or Email Gateway modules directly. Service name Captaris Conversion Engine Captaris Sync Module Short name RFIsoConv Startup Description Auto Configurable server that controls conversion of Office. The communication bridge to an optional email gateway. RightFax Integration module RightFax Queue Handler RightFax RPC Server module RFPROD Auto RFQUEUE Auto CapaSync Auto RFRPC Auto RightFax BoardServer module RFBOARD Auto RightFax RFDB Database module Manual RightFax Remoting RightFax Server module RFRemote Auto RFSERVER Auto RightFax DocTransport module RightFax Email Gateway module RFDOCTRANS Auto Allows configuration of the methods by which RightFax will transmit documents. Provides inter-communication of RightFax services and applications by remote servers. HTML. Monitors the RightFax print queue for jobs to be forwarded to the server for fax conversion. The bridge between all other RightFax services. SPX or TCP/IP via remote procedure calls. Allows applications on a mainframe to send custom faxes through the fax server. Table 3d RightFax Services Table 3d RightFax Services (Continued) Service name RightFax Paging module Short name RFPAGE Startup Description Auto Monitors RightFax for pager notification events and handles communication between RightFax and the SMS or pager services.RightFax 9. it can be stopped and started as needed. PCL5-to-fax conversion. The communication bridge to fax clients that use IPX. Note that if the startup is automatic. and optical character recognition. Also responsible for stopping and starting the WorkServer. Configurable server that controls one-way synchronization from Active Directory or LDAP data sources The communication link between RightFax and the fax hardware. and OCR documents. One or more modules responsible for RightFax’s most processor-intensive functions such as cover sheet generation.4 Administrator’s Guide 32 Understanding the Services The following table describes each RightFax service and tells whether the service is started automatically or manually by Windows on startup. Database. and email gateway modules. RFEMAIL Manual RightFax WorkServer modules RFWORK# Manual . A multi-threaded module that handles communication between the database files (located in the RightFax\Database folder) and the fax clients. The Event Queue is represented as the ratio of fax traffic volume to server resources. When the Event Queue of a RightFax server reaches 90 percent. you should consider upgrading the fax server’s system resources and/or fax channels. the server will suspend certain functions.Understanding the Fax Server Internal Event Queue The Fax Server module is responsible for queueing and monitoring each of the fax server internal processes. After the Event Queue falls to 75 percent. If the fax server is consistently reaching the 90 percent capacity level. all new outbound and inbound faxes will be held (temporarily set aside) while the server processes the existing workload. Chapter 3 Configuring the RightFax Server Module 33 . This internal workload regulation is handled by the Fax Server module and cannot be overridden. these held faxes will be scheduled for processing along with all new fax traffic. The Event Queue status is displayed in Enterprise Fax Manager when you open and select a RightFax server. the higher this number will be.” The status of the Event Queue is measured as a percentage of server resources that are occupied with Fax Server module functions (such as sending and routing faxes). The higher the traffic volume. At 90 percent. which are collectively called the “Event Queue. 4 Administrator’s Guide 34 .RightFax 9. On the RightFax server. Although the default configuration of the RightFax WorkServer modules allows you to send and receive fax documents. including advanced Xerox. the RightFax server administration tool. “Managing Fax Servers with Enterprise Fax Manager”. Click the name of the RightFax server to configure in the tree in the left pane of the Enterprise Fax Manager window. For more information on Enterprise Fax Manager. and notify the database when finished. To configure the RightFax WorkServer modules 1. Each WorkServer is configured separately.Chapter 4 Configuring the WorkServer Modules Each RightFax WorkServer module performs one or more processor-intensive functions on behalf of the RightFax Server module. Product integrations with Kofax and Peoplesoft can be enabled through the RightFax WorkServers.1 The WorkServer Configuration Dialog Box Fax Manager. see Chapter 8. A list of services appears at the lower-right pane of the window. In the Service Name list. The rest of this chapter explains each of the options in this dialog box. double-click RightFax WorkServer1 Module. They regularly query the Database module for jobs to be serviced. This runs Enterprise Fax Manager. select Start > Programs > Enterprise 3. click the WorkServer number or one of its configuration options in the left pane. and Sharp integrations are now available or will soon be available for download from the Captaris Web site. 2. Figure 4. The WorkServer Configuration dialog box opens. Chapter 4 Configuring the WorkServer Modules 35 . execute those tasks. To configure a WorkServer. you should configure the WorkServer modules to meet the needs of your enterprise immediately after installing the RightFax server software. Additional product integrations. HP. PCL5-to-fax conversion. If you notice that PCL or ASCII text files are not converting to fax format as accurately as you expect. This conversion usually produces more accurate fax images of PCL and ASCII text files than the RightFax native document conversion engine. as the Messenger service is not included with Windows Vista. Handle faxes with multiple LIBDOC or LIBDOC2 and ADDDOC embedded codes. Use PCL Converters for Text Files Uses the RightFax Printer Control Language (PCL) conversion engine when converting PCL files and ASCII text files to fax format. For more information on running WorkServers remotely. If this check box is selected. PostScript-to-fax conversion (requires the RightFax PDF or SecureDocs module). Delete fax image files.RightFax 9. Overlay faxes with forms. How you configure your WorkServers depends on your organization's needs and fax server workload. OCR Optical Character Recognition (requires the RightFax OCR Converter or OCR Router module). Create cover sheets. you must open the Control Panel and enable the Messenger service. Handle requests for both on-demand and automatic fax printing. Network Broadcast notifications are not possible with Windows Vista clients.4 Administrator’s Guide 36 Remote WorkServer Service Tells RightFax that this WorkServer will execute on a separate Windows machine on the network. Route received faxes to another RightFax server. Overlay PCL5 PostScript Print Service Archive Cover sheets CVL Delete Image Files FileRoute InterConnect Function Archive sent faxes. In most cases. Important If you are using Windows 2003 and wish to use Network Broadcast notifications. In addition. . Route received faxes to network folders. The following table lists each WorkServer service and its function. see “Installing WorkServers on Remote Computers” on page 45. Table 4a WorkServer Services Table 4a WorkServer Services (Continued) Service Network Messaging Function Network broadcast notifications. Only selected services will be performed by the selected WorkServer. Services Specify the tasks that the selected WorkServer will perform. which is disabled by default. click to clear this check box to return to using the RightFax native document conversion engine. the WorkServer service will not be started automatically by the RightFax Server service. You can assign a single task to multiple WorkServers or dedicate a WorkServer to one task only. the default task does not need to be changed. 5 to 10 seconds is an appropriate setting. 15) will prevent requests from overloading the Database module. With InterConnect. and deletions specified in the file. Chapter 4 Configuring the WorkServer Modules 37 . changes. Records all significant events and is most useful for tracking and resolving problems. in seconds.g. For this reason. refer to your telephony server documentation.. For more information on configuring InterConnect routing see “RightFax InterConnect”on page 217. in minutes. None. If you only have one WorkServer module. the WorkServer checks for a file called Codechg. between retries. Frequency Specify how often. the WorkServer will query the Database module for new requests. Caution If you leave this value set to “Verbose” for long periods of time. Interval Specify the time delay. These settings will only be available if you have selected “InterConnect” under Services (described in “Services”on page 36. Protocol Select the network protocol to use for communicating between the RightFax and telephony servers. However. For information on custom integrations with your fax server. InterConnect retry settings RightFax InterConnect allows faxes received on one RightFax Enterprise server to be automatically routed to a fax mailbox of the same name on a different RightFax Enterprise server on the same network. server temporarily down).csv in its own (the WorkServer) folder. rather than via the phone lines.) Count Specify the number of times the originating fax server will attempt to forward the fax to the destination fax server when it encounters a non-fatal error (e. Verbose. For more information on using billing codes from an external source. a lower frequency (for example. “Importing Billing Codes”on page 158. Caution Any WorkServer that has telephony server routing enabled will be dedicated to telephony routing only thus all other WorkServer activities will be ignored. Billing Code Import Interval The interval in minutes that the WorkServer will check for a new billing code delta file (used to query billing codes from external billing code source). saving time and potential long distance phone charges. No information is saved. you must have only one Workserver configured for telephony routing and at least one additional WorkServer that is not assigned to perform telephony routing. If the file exists.” You can select the following options: Telephony server routing Enable Allows the RightFax system to integrate with your enterprise telephony server system. if you run multiple WorkServers.Event LogLevel Specify the level of information logged in the Application Event Log under the service name “RightFax WorkServer Module. the Event Log can become full which may prevent new events from being logged. Server Specify the name of the telephony server on your network to integrate with the RightFax server. the WorkServer imports the additions. At each interval. This prevents the WorkServers from keeping the Database module so busy that clients cannot be serviced in a timely manner. Records errors and major events only. Terse. Records critical errors only. Normal. interoffice faxes can be sent via the network that links the RightFax Enterprise servers in each office. The file format you should choose depends on how you plan to use the archived faxes. so one fax sent to a group of ten recipients will be archived as ten separate faxes. or any combination of these. A fax will be archived one time for each recipient. whether or not the fax was successfully sent. Each fax is archived individually upon completion. Archived faxes are saved in a network folder that you specify and can include an optional fax history file and archive log entry. potentially reducing transmission times. Archived faxes are saved using unique file names generated by RightFax with a file extension corresponding to the file format used for the archive. you must also complete the archive settings here. The path can be customized using special variables that are replaced in the path name each time a fax is archived.trx. the date. The following table lists each of the archive path variables and their definitions. This fax “archive” feature is useful for tracking and storing all of your organization's outbound faxes or for integrating RightFax with image tracking software systems. The fax history is a separate ASCII file saved in the archive folder using the same file name as the fax but with the extension. Short Bodies Makes each page in the body of the fax only as long as the text requires (ignoring any blank space at the end of pages). at least one of the WorkServers Variable Definition ~1 ~2 ~3 ~4 ~5 ~6 ~7 ~8 ~9 Date (YYYYMMDD) Day of the week (SUN-SAT) Month (JAN-DEC) Year (YYYY) Day of the month (DD) Month as decimal (01–12) User ID (up to 11 characters in 8. Format Specify the file format used when archiving faxes. The WorkServer will create the specified path if it doesn’t already exist. This may produce a partial page on some destination fax machines. This may produce partial pages on some destination fax machines. Path Specify the folder. select the Archive Sent Faxes check box in the User Permissions tab of the User Edit dialog box in Enterprise Fax Manager (see “Archive Sent Faxes”on page 123. If this check box is not selected. each fax page will be padded to fill an entire page.) For each WorkServer that will manage archiving.3 FAT format) . By default.) Also. cover sheets will be padded to fill an entire page.4 Administrator’s Guide 38 Optimize faxing Short Covers Makes fax cover sheets only as long as the cover sheet text requires (ignoring any blank space at the end of the cover sheet). To enable fax archiving for a user. If this check box is not selected. the fax destination.3 FAT format) Week as decimal (00–51) Billing Code #1 (up to 11 characters in 8. History Includes each fax's transmission history with the archived fax image. files are archived in a multi-page TIFF-G3 format with Group III data compression. where archived faxes will be stored. in UNC format.RightFax 9. Each RightFax user is individually configured for fax archiving. must have “Archive” selected under Services (see “Services”on page 36. potentially reducing transmission times. Table 4b Archive Path Macros Archive settings RightFax can save a copy of each user’s outbound faxes. in order to archive sent faxes. Using variables in the path name lets you archive faxes to separate folders based on the sender. The index is a comma-delimited ASCII file. after variable replacement. \Progra~1\RightFax\Archive) in this field.Table 4b Archive Path Macros (Continued) Table 4c Index File Fields (Continued) Variable Definition ~0 ~A ~B ~C Billing Code #2 (up to 11 characters in 8. The following table lists all of the fields for each index entry in the order the fields appear.3 FAT format) Remote ID (right to left. Caution Because “~1” is interpreted as a macro in the path name. in seconds A number corresponding to the fax’s last reported status. you cannot use short path names (i. no faxes will be archived. organized into separate subfolders each month. You must use enter the full path names. Integer N/A Integer N/A Integer N/A Integer N/A Integer N/A Integer N/A String String String 10 5 15 Index file Specify the UNC path and file name of the file where all archive events will be logged.3 FAT format) Remote ID (left to right. all of the faxes sent by user ID “JDoe” in the “Development” group will be stored in a unique archive folder. 1=received Date the fax record was last modified (mm/dd/yyyy) Time fax record last modified (hh:mm) Unique ID for the fax assigned by RightFax server From_PhoneNum String Example For example.3 FAT format) Group ID (up to 11 characters in 8. A number corresponding to the fax’s last reported transmission status. If you do not enter a path.e. Each index entry appears on a separate line and includes 24 data fields.3 FAT format) Field To_ContactNum To_Name To_Company To_CityState From_Name Type String String String String String Length Definition 31 59 59 59 59 31 15 15 31 31 31 21 Recipient’s phone number Recipient’s name Recipient’s company name Recipient’s city and state Sender’s name Sender’s phone number Billing code 1 Billing code 2 DID routing number Organization’s general phone number Organization’s general fax number Received remote ID Total time on fax board. up to 11 characters in 8. 1=fine 0=sent. The total path length. Includes optional cover sheet.ENT\JDOE\JAN1999 In this example. this path: Billinfo1 Billinfo2 FaxDIDNum OperatorNum GeneralFaxNum RemoteID Send_Time Fax_Status Fax_Termstat NumPages String String String String String String \\Faxserver\Archive\~C\~7\~3~4 might look like this after variable replacement: \\Faxserver\Archive\DEVELOPM. up to 11 characters in 8. cannot exceed 128 characters. if any 0=normal. Table 4c Index File Fields FineMode Received FaxDate FaxTime Field Owner_ID To_FaxNum Type String String Length Definition 21 31 User ID of the fax “owner” Recipient’s fax number UniqueID Chapter 4 Configuring the WorkServer Modules 39 . ) EquiTrac Archive Logs all successfully sent faxes to a file called RightFax. This check box will only be available if you have selected “TIFF-G3” or “TIFF-G4” in the Format box (see “Format”on page 38. Each log entry appears on a separate line and includes nine data fields. This user account must have access to all the network resources required by the tasks (services) managed by your WorkServer modules.4 Administrator’s Guide 40 Table 4c Index File Fields (Continued) Table 4d EquiTrac Archive Log Fields (Continued) Field Archived_Name NewLine Type String N/A Length Definition 256 N/A File name used for the image archive (CR–LF combination record separator) Field Fax transmission duration Number of pages in fax Fax error code Fax date Fax time Maximum length or format hh:mm:ss ### Always 32. The EquiTrac Archive log is a comma-delimited ASCII file. if you plan to use a third-party application to access the log information you must make sure the file is opened in shared mode.txt in the WorkServer folder. a five-page fax will be archived as five separate files). and then access data from the copy. Also. Selecting a Service Account All RightFax WorkServers log on to the network as services using a Windows user account that you specify. If no log file name is specified. no third-party application should be granted write access. The following table lists all of the fields for each log entry in the order the fields appear.RightFax 9. Separate file per page output Archives each page of each fax as a separate TIFF file (i. and should not be configured so as to keep the log file open for more than 10 to 20 seconds. RightFax will not log archive events. The optimal method for third-party access is to make a copy of the log file. This account is Field RightFax user ID Phone number dialed BillInfo1 BillInfo2 Maximum length or format 21 characters 31 characters 15 characters 15 characters .e.. indicating success mm/dd/yy hh:mm Because this log file is dynamic. Table 4d EquiTrac Archive Log Fields Always Delete After Archive Removes all archived faxes from the user’s FaxUtil mailbox. Enter the case-sensitive password for the selected user account in both the Password and Confirm Password boxes.initially selected during the RightFax installation. For example. if the server is used primarily for broadcast faxing. depending on your fax server usage. you may encounter errors in services performed by the WorkServer. The Select Service Account dialog box opens. If the majority of your conversions are PostScript. Click OK to apply the new service account. you must make sure the WorkServers’ service accounts also exist as accounts within Novell. you may want to dedicate a separate WorkServer to performing this task as well. WorkServer #3 can be configured to perform the greater than average load of PCL5 conversions. This default setup is optimal for most RightFax configurations. three WorkServer modules are installed on the RightFax server. Adding and Deleting WorkServers By default. Two WorkServer modules are devoted to the most frequent tasks. Warning If you manually type a name in the Domain or Workgroup field that is longer than 15 characters. Note If you will be storing or accessing files on a NetWare volume. Here are some additional reasons for adding more WorkServers: Enter the new service account in the Domain or Workgroup and User Account boxes. either for routing or conversion purposes. To change the WorkServer module service account. you should select the user by clicking the Load Users button when the desired user account resides on a domain whose name is longer than 15 characters. To avoid this. changing the default configuration may be necessary. Chapter 4 Configuring the WorkServer Modules 41 . You can also click Load Users to scan for and list all user accounts on the network. instead of the unnecessary network notification function. and one is dedicated to network messaging and deleting image files only. you may want to dedicate a separate WorkServer to this task. However.2 The Select the Service Account Dialog Box and User Account boxes. If you do a great deal of fax printing. and then click a user account in the list to automatically fill in the Domain or Workgroup If running OCR (Optical Character Recognition). you may want to dedicate a separate WorkServer to performing this processor intensive task. Figure 4. click Select Service Account. click Add WorkServer. This can be useful for manually sorting through printed faxes. and the fax image file name. the other WorkServers will arrange themselves so they remain sequential.RightFax 9.4 Administrator’s Guide 42 To add a new WorkServer. To delete an existing WorkServer. Enable Time Strip Enables printing a time strip at the top of every fax that is printed to a network printer. Click Printer Configuration under the selected WorkServer. WorkServer #2 will move to the WorkServer #1 position and WorkServer #3 will move to the WorkServer #2 position. Note Although the time strip is printed as black text by default. RightFax can print the time strip on the first page of each fax as white text on a black background. elapsed transmission time. The Time Strip can contain any combination of text and variables. time printed. The following table lists each of the variable options that can be used in this box.3 The WorkServer Printer Configuration Dialog Box Name Specify what information to print in the Time Strip. To enable the reversed time strip feature. The time strip can include the time of arrival of received faxes. if you delete WorkServer #1. edit the Windows registry. click the WorkServer to remove and click Delete WorkServer. Add a REG_DWORD value called PrintTimeReverse to HKEY_LOCAL_MACHINE\Software\RightFax\Workserver and set the value data to 1. For example. Figure 4. Table 4e Time Strip Macros Macro ~1 ~2 ~3 ~4 ~5 ~6 ~7 ~8 ~9 ~0 ~A ~B ~C ~D Definition The word “Sent” or “Received” Last transmission/receive date (MM/DD/YYYY) Last transmission/receive time (HH:MM) Last connection duration Last channel used WorkServer number Image file name Date and time printed (MM/DD/YYYY HH:MM) Unique ID RightFax user ID Remote ID Name of the fax recipient Fax number of the fax recipient Company name of the fax recipient . When you delete a WorkServer. Printing a Time Strip on Faxes The WorkServer module can print a time strip at the top of every fax that is printed to a network printer. the NetScan can only be updated by selecting Synchronize External Systems from the Utility menu in Enterprise Fax Manager (see “Synchronizing the RightFax Server with External Systems” on page 116). Using the Kofax NetScan. Enable NetScan Interface Enables RightFax integration with a Kofax NetScan. Communication and integration with the Kofax NetScan will only be handled by the WorkServers with this check box selected. Chapter 4 Configuring the WorkServer Modules 43 . If this check box is not selected. Automatically Update NetScan Users Updates NetScan users with the latest list of RightFax users every six hours or every time the RightFax Server module is restarted. refer to the FaxUtil online help.4 The WorkServer Kofax NetScan Configuration Dialog Box Example The entry Fax ~1: ~2 ~3 might produce this text at the top of a printed fax: Fax received: 01/05/99 10:42. This makes it convenient to fax printed pages when no electronic version is available. Scanned images appear in the selected FaxUtil mailbox with the message “Info not complete. you can scan documents directly into the FaxUtil mailbox of any RightFax user on your network. Configuring Kofax NetScan RightFax can be configured to work in conjunction with the Kofax NetScan network integration tool for scanners. Click Kofax NetScan Configuration under the selected WorkServer. For information on using the Fax Information dialog box see “Using the Fax Information Dialog Box” on page 254. Figure 4. at least one WorkServer must have the Kofax integration enabled.” Images can then be faxed by double-clicking the image in FaxUtil and completing the required boxes in the Fax Information dialog box.Table 4e Time Strip Macros (Continued) Macro ~E ~F Definition Last transmission/receive date (YYYY/MM/DD) Date and time printed (YYYY/MM/DD HH:MM) In order to integrate RightFax with the Kofax NetScan. Each WorkServer is separately configured for Kofax NetScan integration. For information on FaxUtil. 5 The WorkServer PeopleSoft Configuration Dialog Box Configuring PeopleSoft PeopleSoft is an application for enterprise resource planning that lets companies manage multiple resources from one integrated platform. type the UNC path in the Location of NetScan Directories box and click Add Directory. Enable PeopleSoft Interface Enables RightFax integration with PeopleSoft. refer to your NetScan documentation. click the directory and click Remove Directory. at least one WorkServer must have the PeopleSoft integration enabled. To use PeopleSoft with the RightFax server. Location for Scan-to-Disk Images Specify the UNC path to the folder where images that are scanned to disk from the Kofax NetScan will be saved. RightFax queries PeopleSoft for outgoing faxes. For more information about configuring the Kofax NetScan for RightFax integration. you must purchase a separate license. Click PeopleSoft Configuration under the selected WorkServer. Figure 4. Each WorkServer is separately configured for PeopleSoft integration. The service account for this WorkServer (see “Selecting a Service Account” on page 40) must have read and write access to this folder. PeopleSoft must be used with the RightFax Enterprise or Business Integration Module.RightFax 9. To configure RightFax to work with PeopleSoft. This lets you combine the benefits of RightFax least-cost routing and load balancing features with your PeopleSoft platform.4 Administrator’s Guide 44 Location of NetScan Directories Specify the UNC path to the folders that RightFax will monitor for new NetScan images. Communication and integration with the PeopleSoft system will be handled by the WorkServers with this check box selected. To remove a directory. overriding the PeopleSoft built-in ObjectFax server. . To add a directory. Location of PeopleSoft directory Specify the UNC path to the folder where PeopleSoft stores its outgoing fax jobs. Running remote WorkServers should only be considered for systems with 24 or more fax channels in high volume fax broadcast situations. To install.Installing WorkServers on Remote Computers The RightFax server lets you install and operate remote WorkServers (WorkServers running on computers other than the RightFax server). RightFax server requirements Before installing remote WorkServers. This will disrupt the order of the services and the remaining WorkServers may fail to function as expected. Carefully read and accept the license agreement and click Next. Review the welcome screen and click Next. RightFax WorkServers require Microsoft . The RightFax Product Suite Setup wizard opens. If AutoRun is enabled.0 or later.exe. 3. If this software is not installed on your system.8* Microsoft Messaging Queuing* Microsoft Visual C++ 2005 runtime components* A Windows account to run RightFax services. This account must also have write access to the Windows registry on the RightFax server.NET Framework 2. If AutoRun is not enabled. click OK. freeing up resources on your RightFax server. Local server requirements Microsoft . you must share the \RightFax folder on the RightFax server and grant the WorkServer service account full-control.0 or later* Microsoft Data Access Components 2. This lets you transfer selected processor-intensive functions to other machines.NET Framework 2. To ensure that your installation goes smoothly and to avoid unnecessary delays. you cannot delete any WorkServers from your RightFax configuration. click Cancel. Insert the RightFax Product Suite DVD. To install the WorkServer on a Remote Computer Requirements Supported Microsoft Windows Operating Systems RightFax server software is supported on the following server operating systems. 1. Three or four properly configured WorkServers installed locally on the RightFax server are sufficient to handle the fax load in most other installations. 2. Warning After you install a remote WorkServer. To cancel Setup and install .0 yourself. Setup will prompt you to install it. it is important to perform each step in the installation completely and correctly before proceeding to the next step.NET Framework 2. The account you choose must be a domain user that member of the local administrators group and must have the right to logon as service on the local computer. Chapter 4 Configuring the WorkServer Modules 45 . browse the DVD and run Setup. a Windows Server 2003 Standard x86 Windows Server 2003 R2 Standard x86 Windows Server 2003 Enterprise x86 menu of install options appears. 4. RightFax 9. 10521. If your server does not already have Microsoft Message Queuing installed. click Next. Enter your RightFax server name and click Next. Setup can check for RightFax updates and other late-breaking 15. 13. To continue. Use the Test Account button verify account credentials. When finished. To begin installing RightFax software. you must change the service account used by the remote WorkServer so that it has administrative permissions to the computer on which it is installed. Click Custom followed by Next. This will take several minutes. Click Browse to load and select a user account. To check for updates. To apply your settings and install required third-party software. This must information. Select the WorkServer Module Setup component and click account be a domain user that member of the local administrators group and must have the right to logon as service on the local computer. To change the WorkServer’s service account on the remote computer. click Next. verify you have an active HTTP connection and click Check for Updates. The Preview Requirements step lists third-party software required by your chosen features and also lists the status of setup operations. If you do not reserve these ports. 11. To allow setup to reserve these ports. click Next. The WorkServer is listed in the services as RightFax WorkServer Module. 14. To apply your settings and install required third-party software. click Next. and 34988. If updates are found. Changing the remote WorkServer’s service account When it is installed. When finished. This may take several minutes. 8. the remote WorkServer uses the same service account information as the WorkServers on the RightFax server. Choose your installation folder and click Next. Setup will prompt you to install it. check the box next to Do not check for updates and click Next. open Windows Control Panel and select Administrative Tools > Services. You must repeat this procedure locally at the WorkServer before the changes will take effect. this account must also have full-control over the \RightFax folder on the RightFax server and have write access to the Windows registry on the RightFax server. follow the instructions in the Result section. 12. 16. click Apply. RightFax requires TCP ports 10520. If so. This may take several minutes. To skip the update check and continue with Setup.4 Administrator’s Guide 46 5. some RightFax services may not start. 7. 9. click Next. 10062. 34987. Double-click the service name to open its configuration dialog. Setup can reserve these ports for exclusive use by RightFax. Select your option and click Next. No other Setup components should be chosen. Enter a Windows account to run RightFax services. 10. You can specify a new service account name on the Log On tab. enable the Reserve Ports option and click Next. 6. followed by Close. the remote WorkServer service may not be able to log on to the network. In addition. . When finished. If this is a local administrative account on the RightFax server. To apply your settings and complete Setup. click Apply Next. When finished. Software that must be installed will have a status of Must Install. click Apply. click Apply. 17. 2. The BoardServer module can only be configured from within the DocTransport module which oversees its functions. The DocTransport module must be properly configured to allow the RightFax server to send and receive documents. A list of services appears at the lower-right pane of the window. Caution Manually stopping or starting the BoardServer module will cease the scheduling of all faxes. This module lets you configure fax boards for conventional fax transmission. click the name of the RightFax server to configure in the tree in the left pane. Configuring the RightFax DocTransport Module 1. 3. as well as set up RightFax for SMS messaging. The RightFax BoardServer module acts as an interpreter between the some fax board drivers and the RightFax Server module for conventional fax transmission. To stop the BoardServer module you must stop the DocTransport module to initiate a proper BoardServer shutdown.1 The DocTransport Configuration dialog box 47 . This also applies when running the BoardServer in debug mode. In the Service Name list. The DocTransport Configuration dialog box opens. simply start DocTransport as it is designed to automatically start the BoardServer module. Fax-over-IP and Eicon fax boards. The DocTransport module is also responsible for starting and stopping the BoardServer module. Figure 5. It handles requests to schedule outgoing faxes for transmission and informs the Server module when a new fax has been received and needs to be processed. select Start > Programs > Enterprise Fax Manager. double-click RightFax DocTransport Module.Chapter 5 Configuring the DocTransport and BoardServer Modules The RightFax DocTransport module lets you configure the methods by which RightFax will be able to transmit documents. In the Enterprise Fax Manager application. To restart the BoardServer. RightFax supports a maximum of 120 fax channels per DocTransport service which includes all channels in the BoardServer module as well. On the RightFax server. To open the BoardServer configuration program. Note You must configure the gateway if you plan to send faxes directly to IP addresses and wish to collect route codes.4 Administrator’s Guide 48 Adding transport methods By default. see “Configuring the RightFax BoardServer” on page 66.37-compatible fax machines.RightFax 9. the DocTransport module includes the RightFax BoardServer module set up as a transport method. This opens the Transport Selection dialog box. Figure 5. Table 5a Additional transport methods Transport method Eicon Diva Server Description Required if you will be installing any of the following Eicon fax boards: Eicon Diva Server BRI-2M Eicon Diva Server 4BRI-8M Eicon Diva Server PRI/E1/T1 Eicon Diva Server PRI/E1-30 If your RightFax configuration does not include any of these transport methods. SMS Via Push Proxy Gateway 2. and then click the Configure Boardserver button. Expand the tree in the left pane and select the transport method to add. Click the Add Transport button. Outgoing faxes will appear to send but will not. The RightFax Push Proxy Gateway Guide provides configuration information for this transport type. You can also add the following transport methods. . T. Simulation mode can be used with no fax boards installed. select RightFax BoardServer under Legacy on the pane on the left side of the DocTransport Configuration dialog box. For information on configuring the RightFax BoardServer module. you will need to configure only the RightFax BoardServer module to properly match your fax board configuration. Required if you install and plan to use the Push Proxy Gateway.2 The Transport Selection dialog box Brooktrout TR1034 Series.37 Fax over IP Simulation Device Allows simulated fax sending. Required if you will be creating administrative dialing rules that route faxes to T. SR140 Required if you will be installing any Brooktrout TR1034-series fax boards or the Brooktrout SR140 software platform of Fax over IP. you can configure most supported fax boards for conventional fax transmission and receipt. With the BoardServer module. To add one or more of the optional transport methods to the DocTransport module 1. you must specify dialing rules that tell RightFax when to dial those codes. Configuring automated billing codes This feature automatically applies billing codes to outbound faxes based on the user ID of the sender. SR140. The file name you specify must be a tab-delimited ASCII file. After you have added all of the transport methods you will be using.3 DocTransport Configuration Auto Billing Code Settings. the new entry is immediately displayed in the DocTransport Configuration dialog box. 5. Individual entries are separated by a carriage return Example JDoe want to add. To configure automatic billing codes. you must select a specific fax board in the right pane. any additions. Click Add Entry to add a new entry to the list. click the entry in the list and click Edit Entry. To edit an entry. each must be properly configured for your system. To distinguish international and domestic long distance calls After you have created a list of RightFax users and their phone codes. click Auto Billing Code Settings in the left pane. 4.3. The rest of this chapter describes how to configure each of the transport options in the DocTransport module. Each entry in this file must include the RightFax user ID. When you click OK to close the dialog box. To delete an entry. you must create a list of RightFax users and their phone codes. JSmith BJones 1345 1678 1111 0345 0678 0111 After you load the file. Repeat these steps for each optional transport method you To assign domestic and international phone codes to specific RightFax users. If you select either Eicon Diva Server or Brooktrout TR1034 Series. Chapter 5 Configuring the DocTransport and BoardServer Modules 49 . and editing changes you make in the DocTransport Configuration dialog box will be saved. domestic phone code. This opens a dialog box asking you to enter a RightFax user ID and that user’s domestic and international long distance phone codes. deletions. click the entry and click Delete Entry. Figure 5. Enable User Specific Phone Codes Enables the Automatic Billing Codes feature. and international phone code. type the path and file name in the Phone Codes File Name box and click Load File. Click Select to add the new transport method. 6. To load a list of RightFax user IDs and phone codes from a file. To configure Global DocTransport Settings.” You can select the following options: None. the character “F” added to the dial string will be replaced with the user’s domestic phone code. No information is saved.g.. Remote BoardServers) or between a RightFax DocTransport module and the FaxStat .4 The DocTransport Global DocTransport Settings configuration dialing rule like this: Pattern 011+ Append wGii This tells RightFax that if the first three digits of an outgoing fax number are “011” (the international dialing prefix) then wait for a dial tone (w). Example For example. you might create a Figure 5. Records all significant events and is most useful for tracking and resolving problems. select Global DocTransport Settings in the left pane. or channel in use. RightFax will use these settings regardless of the transport method. for international calls. For more information on creating dialing rules in RightFax. Terse. The rest of this section describes the options on this screen. Verbose.4 Administrator’s Guide 50 When creating dialing rules. see “Adding dialing rules” on page 205.RightFax 9. Records errors and major events only. Normal. fax board. Records critical errors only. the Event Log can become full which may prevent new events from being logged. Caution If you leave this value set to “Verbose” for long periods of time. Event LogLevel Specify the level of information logged in the Application Event Log under the service name “RightFax DocTransport Module. Configuring Global DocTransport Settings Global board settings in the DocTransport module are global settings that apply only to the transport methods enabled in DocTransport. Secure RPC Enabled Encrypts the data exchanged between multiple RightFax DocTransports (e. look up the user’s international billing code and dial it (G). and then wait 10 seconds before dialing the number (ii). The character “G” added to the dial string will be replaced with the user’s international phone code. Records all significant events and is most useful for tracking and resolving problems.. Caution If you leave this value set to “Verbose” for long periods of time. Chapter 5 Configuring the DocTransport and BoardServer Modules 51 . If you select this option. RightFax will use these settings regardless None. you must specify a user account that the DocTransport service can use for authentication to and from other DocTransport modules on the network. Each Brooktrout 1034 and Trufax-series board added to DocTransport must be configured separately. Event LogLevel Specify the level of information logged in the Application Event Log under the service name “RightFax DocTransport Module. Note Brooktrout Trufax 100 PCI and 200 PCI fax boards are configured using the Legacy BoardServer transport.The quick header line can be customized using special macros that are replaced in the quick header of each fax. expand the Brooktrout option in the list in the left pane and select an Brooktrout board in the list. CD Timeout Specify the length of time. No information is saved. of the fax board or fax channel in use. select Global Transport Settings in the left pane. Records errors and major events only. Brooktrout related settings are configured using the Brooktrout Configuration Tool provided by Brooktrout.program. that the RightFax server will wait for a fax answer tone (CED tone) from a remote fax machine when sending a fax. Normal. click the [. Any DocTransport service on any other RightFax server communicating with this server must be started using a valid account and password rather than a local system account.. Verbose. After you have specified the installed Brooktrout fax boards in DocTransport (described in “Adding transport methods” on page 48).] button to the right of this option and enter a login name and password.” You can select the following options: Configuring Brooktrout Global Transport Settings Brooktrout Global Transport Settings in the DocTransport module are global settings that apply to all of the Brooktrout 1034-series and Trufax-series fax boards and channels configured in the DocTransport module. To specify a user account. Terse. in seconds.5 The Brooktrout 1034 Global Transport Settings configuration Configuring Brooktrout 1034 and Trufax Fax Boards Brooktrout 1034-series and Trufax-series fax boards must be added and configured in the DocTransport module. Figure 5. the Event Log can become full which may prevent new events from being logged. Records critical errors only. The rest of this section describes the options on this screen. To configure global transport settings. #zzz.. Matches one or more digits which are discarded..yy9 xxx.. Matches one or more digits belonging to the ANI number. and Level 4 outputs a tab-delimited file.RightFax 9.. Allow Auditing Tells the DocTransport module to record a log of all incoming and outgoing faxes. There are four levels of detail. This box specifies the pattern of the extra data so that it can be removed prior to display or routing. Example For example. Level Specify the level of information to include in the log.yyy. Table 5b ANI Pattern Matching Symbols A digit can be added after any of these symbols to specify the exact number of characters to expect.***.. xxzzz.. The ANI matching pattern is defined using these symbols. Here are some examples of ANI Pattern Match settings and the strings they match: Setting 1x10*y x2z*y2 9 x#1z Matches 1xxxxxxxxxx***.. RightFax collects information about the dialing party’s phone number for display in FaxUtil and for CSID routing (if used). File Specify the path and file name of the log file to use. To output the log file directly to a network printer.. Level 3 outputs a comma-delimited file. Matches one or more “pound” characters in the source string. some organizations receive additional information (such as ANI or DNIS) along with the caller’s phone number. the “2” in the pattern x2*y indicates that the pattern will contain a maximum of two ANI digits at the beginning of the string. If the file does not exist.4 Administrator’s Guide 52 ANI Pattern Match Specify the pattern of the dialing party information string that will be received during incoming calls.. Valid phone digits (literal digits). Level 2 prints a detailed description of each fax event.. However. RightFax will create it when it logs the first entry. you must also select the Close File Between Each Page check box. . If you output to a network printer. Separate literal digits from max-modifiers with a space.. enter the printer port instead of a file name.. Matches one or more digits belonging to the DNIS number. Level 1 prints a single line summary of each fax event. Symbol * # X Y Z 0–9 A–D Definition Matches one or more “star” characters in the source string. Total transmission time (in seconds). You can optionally specify a path to a folder where the log files. Channel used by RightFax.If you set Level to “3. Field name Direction Date sent Time sent Channel Duration Type String Length Description 1 Sent/received flag (“S” or “R”). YYYYMMDD 8 HHMM Numeric Numeric 4 5 5 Chapter 5 Configuring the DocTransport and BoardServer Modules 53 . which are given default names. Table 5c Audit Log Level 3 Field Descriptions Table 5c Audit Log Level 3 Field Descriptions (Continued) Field name Company name User ID Type/format String String String String Length Description 59 21 15 15 Sent faxes only: The recipient’s company name Sent faxes only: RightFax user ID of the sender Sent faxes only: Billing code 1 Sent faxes only: Billing code 2 Field name Direction Date sent Time sent Channel Duration Phone number Type/format String Length Description 1 Sent/received flag (“S” or “R”) Date that the call was initiated Time that the call was initiated Channel used by RightFax (0–32) Total transmission time in seconds Sent faxes: Fax number dialed Received faxes: Routing code (DID or DTMF) used Billing code 1 Billing code 2 MM/DD/YYYY 10 HH:MM Numeric Numeric Alphanumeric 5 2 5 31 If you set Level to “4.” each fax event will be saved to a comma-delimited file. do not specify a file name in the File box.” a new file is created each hour containing that hour’s fax events. Time that the call was initiated. Table 5d Audit Log Level 4 Field Descriptions Remote ID Result Page count Contact number Contact name String String String String String 49 59 79 31 59 Remote fax machine ID Result of the fax transmission Number of pages transmitted Sent faxes only: The recipient’s voice number Sent faxes only: The recipient’s name. The following table lists all of the fields for each log entry in the order the fields appear. The following table lists all of the fields for each log entry in the order the fields appear. Each log entry appears on a separate line and includes 15 data fields. will be saved. Each log entry appears on a separate line and includes 28 data fields. Date that the call was initiated. Because a separate file is created for each hour’s fax events. Billing code 2. Assigned unique ID for fax job. Brooktrout fax result line status value. Name of sender (descriptive name.RightFax 9. Billing code 1. . Type of fax board used to send the fax 0 = Brooktrout Brooktrout call result status value. The recipient’s company name. RightFax user ID of the sender. InitialString This is a text message that will be included in the audit file at the beginning of every page. The recipient’s name. Hex value of CDR flags 0x0001 = PartialRetry 0x0002 = SchedRemote 0x0004 = SendForRemote 0x0008 = Has_ANI 0x0010 = Had_AOC 0x0020 = Had_ISDNCauseVal Field name AOC value 2 AOC value 3 ISDN cause value Sender ID To name From name Type Numeric Numeric String Length Description 9 9 5 AOC data value #2 (only valid if indicated by flags). AOC data value #3 (only valid if indicated by flags).4 Administrator’s Guide 54 Table 5d Audit Log Level 4 Field Descriptions (Continued) Table 5d Audit Log Level 4 Field Descriptions (Continued) Field name Phone number Remote ID Good pages Page count Board type Type String String Numeric Numeric Numeric Length Description 127 47 5 5 1 Fax number dialed. Brooktrout call result line status value. CSID match code for secure send operation. not the ID). Total number of pages in the fax. Brooktrout fax result status value. Number of pages transmitted successfully. CSID of recipient fax machine. Source server IP address or name. String String String 21 59 59 BT call status Numeric BT call line status BT fax status BT fax line status CDR flags Numeric Numeric Numeric Numeric 5 5 5 5 4 Contact number Company name String String 31 59 15 15 21 15 47 Billing code 1 String Billing code 2 String Secure CSID String Unique ID Source server String String AOC value 1 Numeric 9 AOC data value #1 (only valid if indicated by flags). ISDN call setup cause value (only valid if indicated by flags). The recipient’s voice number. This line can contain control codes that can be used to convey page formatting or other information to the application reading the file. This retains any fax data on the first line but increases the length of the fax by one line. The TTI line includes the transmitting fax machine. the fax page number. Display GMT on the TTI Line Displays the local time relative to Greenwich Mean Time (GMT). 3. Select Insert TTI Line to add a new line to the top of the fax page for the TTI information. and the total page count. Chapter 5 Configuring the DocTransport and BoardServer Modules 55 . DocTransport application. Quick Header Format Specify heading text to include under the TTI line on outbound faxes. the TTI line will display the local time at the fax’s place of origin. this option functions the same as inserting the TTI line. Select Replace TTI Line to replace any existing text or image on the first line of the fax with the TTI line. Notation Example Represents \x## \### ^x \x1b \027 ^[ Hexadecimal character values Decimal character values ASCII representation of a control character Close File Between Each Page Closes the log file after each entry. Note Brooktrout Trufax fax boards do not support the TTI line feature. With Brooktrout fax boards. The date format in your TTI line is a function of the Windows international or regional settings as installed on the fax server. Click on each fax channel for each fax board listed in the left pane. To add control codes to this string. 2. 4. Open Windows Control Panel and run the RightFax Select Overlay TTI Line to add the TTI line text to add any existing text or image on the first line of the fax. Table 5e InitialString Control Codes If this check box is selected. Note that this can obscure the TTI information. the date and time of the transmission. use the following notation. Quick headers must be enabled in the General tab of the RightFax Server module Configuration dialog box (see “Enable Quick Headers” on page 22). If this option is not selected. Allow TTI Line The transmit terminal information (TTI) line is a line of text that prints at the top of each received fax page. Type the desired company name in the Fax ID box. Repeat these steps on all RightFax servers and Remote BoardServer computers. This erases existing fax data from the first line but ensures that the overall length of the fax stays the same. Select this option to place a TTI line at the top of every page of a fax. Follow these steps to optionally add your organization’s name to the TTI line: 1. This allows you to output the log to a network printer. you must also specify how the TTI line should be placed on the fax page. Dialing Settings Postfix This field specifies one or more dialing characters to add at the end of every outbound fax number dialed by the fax server. Dialing Settings Prefix This field specifies one or more dialing characters to add at the beginning of every outbound fax number dialed by the server. Inc.6 Brooktrout Board Configuration Example For example. The default setting (WW) instructs the fax boards to automatically detect a dial tone before dialing. please see page 209. this is .RightFax 9. it must be configured to work with RightFax.4 Administrator’s Guide 56 The quick header line can be customized using special macros that are replaced in the quick header of each fax. The fax ID is transmitted by each channel on this fax board to remote fax machines. Call Grouping checks the queue for another fax going to the same number. Usually. The Call Grouping feature is only available for use with Brooktrout fax boards. Beeping Tells the computer in which the fax boards are installed to beep each time a call is placed or received. For a list of valid dialing characters. Set Fax ID for All Channels You can specify a fax ID for all the channels on this fax board. it keeps Board Model Specify the nationality type of fax board installed. of the Administrator’s Guide. Configuring Brooktrout 1034 and Trufax fax boards After you have added a new Brooktrout fax board. Call Grouping Whenever a fax is placed in the fax queue. of the Administrator’s Guide. For a list of valid dialing characters. This may or may not be the country in which you reside. If another fax to the same number is scheduled. To configure the board. Table 5f Quick header macros Macro ~1 ~2 ~3 ~4 ~5 ~6 ~7 ~8 Definition To-name field (59 characters maximum) Shortened to-name (23 characters maximum) To-contact number field (31 characters maximum) To-company field (59 characters maximum) Shortened to-company field (23 characters maximum) BillInfo1 field (15 characters maximum) BillInfo2 field (15 characters maximum) Unique ID (15 characters maximum) the line open and transmits the second fax. the setting Please deliver to: ~2 at ~5 might appear in a fax Quick Header as Please deliver to: Jane Doe at Acme. please see page 209. click the board name in the Board/Channel list in the left pane. This option enables the Call Grouping feature for all Brooktrout1034 and Trufax-series fax boards. Maximum Grouping This field specifies the maximum number of pages (1-256) that the fax server will send to one phone number before hanging up and sending another set of faxes. Figure 5. saving the time and money of redialing and reconnecting a second time. set to your company name or general fax number. To specify a unique fax ID for each channel, see “Configuring Brooktrout 1034 and Trufax fax channels” on page 57. Set Capability for All Channels Sets the same capability (dial-only, answer-only, or both) for all the channels on the fax board. To specify the capability of each channel separately, see “Configuring Brooktrout 1034 and Trufax fax channels” on page 57. Configure Brooktrout Opens the Brooktrout Configuration Tool for configuring Brooktrout-related board settings. For more information about the settings within the Brooktrout Configuration Tool, see Brooktrout documentation. Configuring Brooktrout 1034 and Trufax fax channels Each fax channel on a Brooktrout 1034-series and Trufax-series fax board can be individually configured. To configure a channel, click the channel number in the Board/Channel list. Figure 5.7 Brooktrout Channel Configuration Dialog Box Opening the Brooktrout Configuration Tool After you have configured DocTransport, you must configure Brooktrout-related board settings using the Brooktrout Configuration Tool provided by Brooktrout. For more information about the settings within the Brooktrout Configuration Tool, see Brooktrout documentation. Follow these steps to open the Brooktrout Configuration Tool: 1. In the DocTransport Configuration program, click your 1034-series of Trufax-series fax board. 2. Click the Configure Brooktrout button located on the right side Activate Channel Activates this channel for use by RightFax. To deactivate the channel, click to clear this check box. Fax ID Specify the fax ID for this channel only. The fax ID is transmitted to remote fax machines to identify the sender. Usually, this is set to your company name or general fax number. This box will not be available if you selected the Set Fax ID for all Channels check box when configuring the Brooktrout board (see “Configuring Brooktrout 1034 and Trufax fax boards” on page 56). Capability Sets the capability (dial-only, answer-only, or both) for this channel. Max. Pages This Channel May Send Sets the maximum number of pages per fax that can be sent by this channel, from 0 to 999 (up to 1000 pages per fax). This lets you reserve channels for smaller faxes. of the DocTransport configuration program. The Brooktrout Configuration Tool opens. Note The Brooktrout Configuration Tool can also be opened from the Windows Programs list (Start > Programs > Brooktrout Configuration Tool. Chapter 5 Configuring the DocTransport and BoardServer Modules 57 RightFax 9.4 Administrator’s Guide 58 Channel Extension Assigns a routing code to all incoming faxes on this channel if no routing information is specified. Because DID, T1 with DNIS, and ISDN telephone lines require routing codes, this setting only applies to loop-start lines and T1 lines without DNIS. The Channel Extension is also used when DTMF routing is enabled on the line but the caller does not enter a routing code. Configure Brooktrout Opens the Brooktrout Configuration Tool for configuring Brooktrout-related board settings. For more information about the settings within the Brooktrout Configuration Tool, see Brooktrout documentation. Timed ability This feature changes the capability (send-only, answer-only, or both) of the fax channel at defined times. For example, you can set a channel to answer-only during business hours, and then switch it to both dial and answer after hours so it can be used for broadcast faxing in the evening. You can define up to three time periods. Times are indicated in 24 hour military time (“0000” represents midnight, “1200” represents noon, and “1730” represents 5:30 p.m.). Start Specify the beginning of the time period. The first time period always has its Start time set to “0000” (midnight). End Specify the end of the time period. You must always specify the end time of the last time period as “2359”. Capability Sets the capability (dial-only, answer-only, or both) for this time period. Inbound routing These settings all apply if you will be using DTMF routing. DTMF routing is a method for routing faxes directly to an individual based on the routing code entered manually by the caller. Enable DTMF Routing Enables DTMF inbound routing for this channel. Initial Tone Prompts callers to enter a routing code for the fax by playing a tone. When this option is selected, you must also select the tone to play and the duration of the tone in seconds. For information on the available tones, refer to your Brooktrout documentation. Initial Speech Prompts callers to enter a routing code for the fax by playing a voice prompt. This requires a special voice module license for your Brooktrout board. When this option is selected, you must also specify the file of the voice prompt. The default file, Prompt.ipk is located in the RightFax\RFBoard folder. This prompt file can be played or re-recorded via telephone. To play the voice prompt for review, go to a command prompt on the server and enter this command: \rfboard\voice -p -cPhoneNum prompt.ipk where PhoneNum is the phone number the Brooktrout board will dial to play back the prompt. The board will dial the phone number you specified. When you answer the phone, it will play the message. Hang up when the playback is complete. To record a new voice prompt 1. Save a backup copy of the old Prompt.ipk file. 2. From a command prompt on the server, enter this command: \rfboard\voice -r -cphonenum -u0 prompt.ipk where phonenum is the phone number the Brooktrout board will dial to initiate the recording. 3. The board will dial the phone number you specified. When you answer the phone, it will begin recording your message. Press the [#] key (pound key) when you are done. Failure Specify the file to play when a caller does not enter enough DTMF digits to route the fax. The default file, Baddigit.ipk is located in the RightFax\RFBoard folder. This prompt file can be played or re-recorded via telephone. For information on playing and recording voice prompts, see “Initial Speech” on page 75. Confirmation Specify the file to play when a caller has correctly entered DTMF digits for routing. The default file, Gotdigit.ipk is located in the RightFax\RFBoard folder. This prompt file can be played or re-recorded via telephone. For information on playing and recording voice prompts see “Initial Speech” on page 75. No Terminator Tells RightFax to accept the DTMF code entered by the caller as soon as the correct number of digits have been entered. No additional terminator key needs to be pressed. Terminator Specify the key (on the phone) that the caller must press when finished entering DTMF digits. This is necessary when the Max. Digits and Min. Digits are not set to the same value. Because in this case the routing code can be a variable number of digits, the caller must provide some indication of when he has finished entering DTMF digits. Max. Digits Specify the maximum number of DTMF digits that can be entered by the caller. Min. Digits Specify the minimum number of DTMF digits that can be entered by the caller. Tone Wait Specify the length of time in seconds to wait after the prompt is played for the caller to enter a routing code. If you have specified a terminator key (described previously), the caller must enter the code and the terminator in this length of time. Brooktrout SR140 Boardless Fax Over IP The Brooktrout SR140 transport is a software-only edition of fax over IP that uses the H.323 and SIP protocols. SR140 does not require a fax board. All SR140 channels require license key activation. Do not attempt SR140 setup and configuration prior to activating your SR140 license keys. Licensing Brooktrout SR140 Channels The Brooktrout License Manager, provided by Brooktrout allows you to self-active your SR140 license key. Instructions and an activation wizard are included with Brooktrout License Manager. Using this method requires an active internet connection. Alternatively, you may activate your SR140 channels by contacting RightFax technical support at (520) 320-7070. A support representative will guide you through the activation process. For more information about SR140 licensing, see Answer ID 4939 at the Captaris knowledge base located at http://www.captaris.com/Scripts/captaris.cfg/php.exe/enduser/std _alp.php Important To activate your SR140 channels, you must have an SR140 license card. This card contains your SR140 license key and is included with the purchase of SR140 channels. To open Brooktrout License Manager 1. Click the Windows Start button > Programs List > Cantata License Manager. The Brooktrout License Manager opens. Self-activation instructions can be found by clicking ? along the Brooktrout License Manager toolbar. Chapter 5 Configuring the DocTransport and BoardServer Modules 59 RightFax 9.4 Administrator’s Guide 60 Adding the SR140 Transport After you have activated your SR140 license you must add the installed Brooktrout fax boards in DocTransport (described in “Adding transport methods” on page 48), expand the Brooktrout option in the list in the left pane and select an Brooktrout board in the list. Event LogLevel Specify the level of information logged in the Application Event Log under the service name “RightFax DocTransport Module.” You can select the following options: Configuring Brooktrout SR140 Global Transport Settings Brooktrout SR140 Global Transport Settings in the DocTransport module are global settings that apply to all Brooktrout SR140 channels configured in the DocTransport module. RightFax will use these settings regardless of the fax board or fax channel in use. To configure global transport settings, select Global Transport Settings in the left pane. The rest of this section describes the options on this screen. Figure 5.8 Brooktrout SR140 Global Transport Settings configuration None. No information is saved. Terse. Records critical errors only. Normal. Records errors and major events only. Verbose. Records all significant events and is most useful for tracking and resolving problems. Caution If you leave this value set to “Verbose” for long periods of time, the Event Log can become full which may prevent new events from being logged. ANI Pattern Match Specify the pattern of the dialing party information string that will be received during incoming calls. RightFax collects information about the dialing party’s phone number for display in FaxUtil and for CSID routing (if used). However, some organizations receive additional information (such as ANI or DNIS) along with the caller’s phone number. This box specifies the pattern of the extra data so that it can be removed prior to display or routing. The ANI matching pattern is defined using these symbols. Table 5g ANI Pattern Matching Symbols Symbol * # X Definition Matches one or more “star” characters in the source string. Matches one or more “pound” characters in the source string. Matches one or more digits belonging to the ANI number. Matches one or more digits belonging to the DNIS number. CD Timeout Specify the length of time, in seconds, that the RightFax server will wait for a fax answer tone (CED tone) from a remote fax machine when sending a fax. Y Table 5g ANI Pattern Matching Symbols (Continued) Symbol Z 0–9 A–D Definition Matches one or more digits which are discarded. Valid phone digits (literal digits). Separate literal digits from max-modifiers with a space. If you set Level to “3,” each fax event will be saved to a comma-delimited file. Each log entry appears on a separate line and includes 15 data fields. The following table lists all of the fields for each log entry in the order the fields appear. Table 5h Audit Log Level 3 Field Descriptions A digit can be added after any of these symbols to specify the exact number of characters to expect. Example For example, the “2” in the pattern x2*y indicates that the Field name Direction Date sent Time sent Channel Duration Phone number Type/format String Length Description 1 Sent/received flag (“S” or “R”) Date that the call was initiated Time that the call was initiated Channel used by RightFax (0–32) Total transmission time in seconds Sent faxes: Fax number dialed Received faxes: Routing code (DID or DTMF) used pattern will contain a maximum of two ANI digits at the beginning of the string. Here are some examples of ANI Pattern Match settings and the strings they match: Setting 1x10*y x2z*y2 9 x#1z Matches 1xxxxxxxxxx***...yyy... xxzzz...***...yy9 xxx...#zzz... MM/DD/YYYY 10 HH:MM Numeric Numeric Alphanumeric 5 2 5 31 Allow Auditing Tells the DocTransport module to record a log of all incoming and outgoing faxes. File Specify the path and file name of the log file to use. If the file does not exist, RightFax will create it when it logs the first entry. To output the log file directly to a network printer, enter the printer port instead of a file name. If you output to a network printer, you must also select the Close File Between Each Page check box. Level Specify the level of information to include in the log. There are four levels of detail. Level 1 prints a single line summary of each fax event, Level 2 prints a detailed description of each fax event, Level 3 outputs a comma-delimited file, and Level 4 outputs a tab-delimited file. Remote ID Result Page count Contact number Contact name String String String String String 49 59 79 31 59 Remote fax machine ID Result of the fax transmission Number of pages transmitted Sent faxes only: The recipient’s voice number Sent faxes only: The recipient’s name. Chapter 5 Configuring the DocTransport and BoardServer Modules 61 RightFax 9.4 Administrator’s Guide 62 Table 5h Audit Log Level 3 Field Descriptions (Continued) Table 5i Audit Log Level 4 Field Descriptions (Continued) Field name Company name User ID Billing code 1 Billing code 2 Field name Type/format String String String String Length Description 59 21 15 15 Sent faxes only: The recipient’s company name Sent faxes only: RightFax user ID of the sender Sent faxes only: Billing code 1 Sent faxes only: Billing code 2 Phone number Remote ID Good pages Page count Board type Type String String Numeric Numeric Numeric Length Description 127 47 5 5 1 Fax number dialed. CSID of recipient fax machine. Number of pages transmitted successfully. Total number of pages in the fax. Type of fax board used to send the fax 0 = Brooktrout Brooktrout call result status value. Brooktrout call result line status value. Brooktrout fax result status value. Brooktrout fax result line status value.. Hex value of CDR flags 0x0001 = PartialRetry 0x0002 = SchedRemote 0x0004 = SendForRemote 0x0008 = Has_ANI 0x0010 = Had_AOC 0x0020 = Had_ISDNCauseVal If you set Level to “4,” a new file is created each hour containing that hour’s fax events. Because a separate file is created for each hour’s fax events, do not specify a file name in the File box. You can optionally specify a path to a folder where the log files, which are given default names, will be saved. Each log entry appears on a separate line and includes 28 data fields. The following table lists all of the fields for each log entry in the order the fields appear. Table 5i Audit Log Level 4 Field Descriptions BT call status Numeric BT call line status BT fax status BT fax line status CDR flags Numeric Numeric Numeric Numeric 5 5 5 5 4 Field name Direction Date sent Time sent Channel Duration Type String Length Description 1 Sent/received flag (“S” or “R”). Date that the call was initiated. Time that the call was initiated. Channel used by RightFax. Total transmission time (in seconds). YYYYMMDD 8 HHMM Numeric Numeric 4 5 5 AOC value 1 Numeric 9 AOC data value #1 (only valid if indicated by flags). Table 5i Audit Log Level 4 Field Descriptions (Continued) Field name AOC value 2 AOC value 3 ISDN cause value Sender ID To name From name Type Numeric Numeric String Length Description 9 9 5 AOC data value #2 (only valid if indicated by flags). AOC data value #3 (only valid if indicated by flags). ISDN call setup cause value (only valid if indicated by flags). RightFax user ID of the sender. The recipient’s name. Name of sender (descriptive name, not the ID). The recipient’s voice number. The recipient’s company name. Billing code 1. Billing code 2. CSID match code for secure send operation. Assigned unique ID for fax job. Source server IP address or name. This line can contain control codes that can be used to convey page formatting or other information to the application reading the file. To add control codes to this string, use the following notation. Table 5j InitialString Control Codes Notation Example Represents \x## \### ^x \x1b \027 ^[ Hexadecimal character values Decimal character values ASCII representation of a control character String String String 21 59 59 Close File Between Each Page Closes the log file after each entry. This allows you to output the log to a network printer. Allow TTI Line The transmit terminal information (TTI) line is a line of text that prints at the top of each received fax page. The TTI line includes the transmitting fax machine, the date and time of the transmission, the fax page number, and the total page count. Follow these steps to optionally add your organization’s name to the TTI line: 1. Open Windows Control Panel and run the RightFax Contact number Company name String String 31 59 15 15 21 15 47 DocTransport application. 2. Click on each fax channel for each fax board listed in the left Billing code 1 String Billing code 2 String Secure CSID String Unique ID Source server String String pane. 3. Type the desired company name in the Fax ID box. 4. Repeat these steps on all RightFax servers and Remote BoardServer computers. Select this option to place a TTI line at the top of every page of a fax. The date format in your TTI line is a function of the Windows international or regional settings as installed on the fax server. InitialString This is a text message that will be included in the audit file at the beginning of every page. Chapter 5 Configuring the DocTransport and BoardServer Modules 63 Quick Header Format Specify heading text to include under the TTI line on outbound faxes. Example For example. For a list of valid dialing characters. Call Grouping Whenever a fax is placed in the fax queue. of the Administrator’s Guide. it keeps . The quick header line can be customized using special macros that are replaced in the quick header of each fax. please see page 209. of the Administrator’s Guide. the TTI line will display the local time at the fax’s place of origin. Table 5k Quick header macros Select Overlay TTI Line to add the TTI line text to add any existing text or image on the first line of the fax. If another fax to the same number is scheduled. Inc. Dialing Settings Prefix This field specifies one or more dialing characters to add at the beginning of every outbound fax number dialed by the server.4 Administrator’s Guide 64 If this check box is selected. Call Grouping checks the queue for another fax going to the same number. With Brooktrout fax boards. The default setting (WW) instructs the fax boards to automatically detect a dial tone before dialing. This erases existing fax data from the first line but ensures that the overall length of the fax stays the same. this option functions the same as inserting the TTI line. Dialing Settings Postfix This field specifies one or more dialing characters to add at the end of every outbound fax number dialed by the fax server. the setting Please deliver to: ~2 at ~5 might appear in a fax Quick Header as Please deliver to: Jane Doe at Acme.RightFax 9. Select Replace TTI Line to replace any existing text or image on the first line of the fax with the TTI line. Beeping Tells the computer in which the fax boards are installed to beep each time a call is placed or received. Quick headers must be enabled in the General tab of the RightFax Server module Configuration dialog box (see “Enable Quick Headers” on page 22). Note that this can obscure the TTI information. This retains any fax data on the first line but increases the length of the fax by one line. If this option is not selected. Select Insert TTI Line to add a new line to the top of the fax page for the TTI information. please see page 209. you must also specify how the TTI line should be placed on the fax page. Macro ~1 ~2 ~3 ~4 ~5 ~6 ~7 ~8 Definition To-name field (59 characters maximum) Shortened to-name (23 characters maximum) To-contact number field (31 characters maximum) To-company field (59 characters maximum) Shortened to-company field (23 characters maximum) BillInfo1 field (15 characters maximum) BillInfo2 field (15 characters maximum) Unique ID (15 characters maximum) Display GMT on the TTI Line Displays the local time relative to Greenwich Mean Time (GMT). For a list of valid dialing characters. The Brooktrout Configuration Tool opens. Configuring Brooktrout SR140 After you have added a Brooktrout SR140 Transport. Usually. saving the time and money of redialing and reconnecting a second time. The fax ID is transmitted by each channel on this fax board to remote fax machines. or both) for all the channels on the fax board. In the DocTransport Configuration program. For more information about the settings within the Brooktrout Configuration Tool. see Brooktrout documentation. it must be configured to work with RightFax. Note The Brooktrout Configuration Tool can also be opened from the Windows Programs list (Start > Programs > Brooktrout Configuration Tool. Set Capability for All Channels Sets the same capability (dial-only. Follow these steps to open the Brooktrout Configuration Tool: 1. For more information about the settings within the Brooktrout Configuration Tool. answer-only. Set Fax ID for All Channels You can specify a fax ID for all the channels on this fax board. click your SR140 transport. see “Configuring Brooktrout SR140 channels” on page 66. Click the Configure Brooktrout button located on the right side of the DocTransport configuration program. Board Model Specify the nationality type of fax board installed. To specify a unique fax ID for each channel. see Brooktrout documentation. see “Configuring Brooktrout SR140 channels” on page 66. you must configure Brooktrout-related settings using the Brooktrout Configuration Tool provided by Brooktrout. expand Brooktrout and click SR140 in the Board/Channel list in the left pane. This option enables the Call Grouping feature for all Brooktrout SR140 channels. Chapter 5 Configuring the DocTransport and BoardServer Modules 65 . To specify the capability of each channel separately.9 Brooktrout SR140 Configuration Opening the Brooktrout Configuration Tool After you have configured DocTransport. this is set to your company name or general fax number. Configure Brooktrout Opens the Brooktrout Configuration Tool for configuring Brooktrout-related settings.the line open and transmits the second fax. Figure 5. This may or may not be the country in which you reside. To configure SR140. The Call Grouping feature is only available for use with Brooktrout fax boards. 2. Maximum Grouping This field specifies the maximum number of pages (1-256) that the fax server will send to one phone number before hanging up and sending another set of faxes. This box will not be available if you selected the Set Fax ID for all Channels check box when configuring SR140 (see “Configuring Brooktrout SR140” on page 65). Usually.). T1 with DNIS. For example. see Brooktrout documentation. this setting only applies to loop-start lines and T1 lines without DNIS. Because DID. this is set to your company name or general fax number. and “1730” represents 5:30 p. To configure a channel. Activate Channel Activates this channel for use by RightFax. The first time period always has its Start time set to “0000” (midnight).m. from 0 to 999 (up to 1000 pages per fax). you can set a channel to answer-only during business hours. In the DocTransport Configuration dialog box. This lets you reserve channels for smaller faxes. Start Specify the beginning of the time period. Click the Configure Boardserver button. or both) of the fax channel at defined times. End Specify the end of the time period. Capability Sets the capability (dial-only. or both) for this time period. Configuring the RightFax BoardServer The RightFax BoardServer module must be configured if you will be using any Brooktrout TR114-series fax boards or Intel Dialogic fax boards. For more information about the settings within the Brooktrout Configuration Tool. and then switch it to both dial and answer after hours so it can be used for broadcast faxing in the evening. . answer-only.10 Brooktrout SR140 Channel Configuration Channel Extension Assigns a routing code to all incoming faxes on this channel if no routing information is specified. “1200” represents noon. click to clear this check box. click the channel number in the Board/Channel list. Timed ability This feature changes the capability (send-only. or both) for this channel. The Channel Extension is also used when DTMF routing is enabled on the line but the caller does not enter a routing code. Figure 5. answer-only. Configure Brooktrout Opens the Brooktrout Configuration Tool for configuring Brooktrout-related board settings. To deactivate the channel. Capability Sets the capability (dial-only. You must always specify the end time of the last time period as “2359”.RightFax 9. Fax ID Specify the fax ID for this channel only.4 Administrator’s Guide 66 Configuring Brooktrout SR140 channels Each SR140 fax channel can be individually configured. Times are indicated in 24 hour military time (“0000” represents midnight. expand the Legacy option and select RightFax Boardserver. and ISDN telephone lines require routing codes. Max. You can define up to three time periods. The Board Configuration opens. Pages This Channel May Send Sets the maximum number of pages per fax that can be sent by this channel. answer-only. The fax ID is transmitted to remote fax machines to identify the sender. Records errors and major events only. To configure global fax board settings. The new board will be added to the list of boards in the left pane.Adding one or more fax boards You must specify all of the fax boards that are installed in this computer. in seconds. the Event Log can become full which may prevent new events from being logged. Records critical errors only. No information is saved. Figure 5. If you select a digital fax board that requires additional digital configuration. For a description of each option in the Digital Configuration Wizard.” You can select the following options: None. regardless of the fax board or fax channel in use. you will be prompted to run the RightFax Digital Configuration Wizard. Click the board type to add and click Select. Chapter 5 Configuring the DocTransport and BoardServer Modules 67 . After you have added all of your fax boards to this list. Normal. This opens a list of all supported Brooktrout boards. that the RightFax server will wait for a fax answer tone (CED tone) from a remote fax machine when sending a fax. Verbose. Event LogLevel Specify the level of information logged in the Application Event Log under the service name “RightFax BoardServer Module. Each fax board you add will appear in the list in the left pane of the Board Configuration dialog box. click the Add Brooktrout button. To add a Brooktrout fax board. To run the Digital Configuration Wizard. If you have more than one Brooktrout fax board installed. select Global Board Settings in the left pane. Records all significant events and is most useful for tracking and resolving problems.11 The BoardServer Global Board Settings configuration Configuring BoardServer Global Board Settings Global board settings in the BoardServer module are global settings that apply to all of the fax boards and channels configured in the BoardServer module. RightFax will use these settings CD Timeout Specify the length of time. click the [?] button in the top-right corner and then click on the option to define. repeat for each board. click Next. Caution If you leave this value set to “Verbose” for long periods of time. and settings for each individual fax channel (the phone lines that come in and out of the boards). you must configure global board settings (which apply to all installed fax boards). individual board settings. Terse. The rest of this section describes the options on this screen. you must also select the Close File Between Each Page check box. If the file does not exist. File Specify the path and file name of the log file to use. Level 2 prints a detailed description of each fax event. xxzzz. Table 5l ANI Pattern Matching Symbols A digit can be added after any of these symbols to specify the exact number of characters to expect... If you output to a network printer.. Allow Auditing Tells the DocTransport module to record a log of all incoming and outgoing faxes. and Level 4 outputs a tab-delimited file.. Matches one or more digits which are discarded.. Level Specify the level of information to include in the log. some organizations receive additional information (such as ANI or DNIS) along with the caller’s phone number. Valid phone digits (literal digits)... . This box specifies the pattern of the extra data so that it can be removed prior to display or routing. RightFax will create it when it logs the first entry.yy9 xxx.yyy.. the “2” in the pattern x2*y indicates that the pattern will contain a maximum of two ANI digits at the beginning of the string. Example For example.. To output the log file directly to a network printer. However. enter the printer port instead of a file name. Separate literal digits from max-modifiers with a space. Level 1 prints a single line summary of each fax event.4 Administrator’s Guide 68 ANI Pattern Match Specify the pattern of the dialing party information string that will be received during incoming calls. Symbol * # X Y Z 0–9 A–D Definition Matches one or more “star” characters in the source string. The ANI matching pattern is defined using these symbols. RightFax collects information about the dialing party’s phone number for display in FaxUtil and for CSID routing (if used)...RightFax 9.***. Here are some examples of ANI Pattern Match settings and the strings they match: Setting 1x10*y x2z*y2 9 x#1z Matches 1xxxxxxxxxx***. Level 3 outputs a comma-delimited file. Matches one or more “pound” characters in the source string. Matches one or more digits belonging to the ANI number.#zzz. There are four levels of detail. Matches one or more digits belonging to the DNIS number.. Each log entry appears on a separate line and includes 15 data fields. Time that the call was initiated. The following table lists all of the fields for each log entry in the order the fields appear. Date that the call was initiated.” a new file is created each hour containing that hour’s fax events. Total transmission time (in seconds). Field name Direction Date sent Time sent Channel Duration Type String Length Description 1 Sent/received flag (“S” or “R”). The following table lists all of the fields for each log entry in the order the fields appear.” each fax event will be saved to a comma-delimited file. will be saved. You can optionally specify a path to a folder where the log files. which are given default names.If you set Level to “3. Table 5n Audit Log Level 4 Field Descriptions Remote ID Result Page count Contact number Contact name String String String String String 49 59 79 31 59 Remote fax machine ID Result of the fax transmission Number of pages transmitted Sent faxes only: The recipient’s voice number Sent faxes only: The recipient’s name. do not specify a file name in the File box. Table 5m Audit Log Level 3 Field Descriptions Table 5m Audit Log Level 3 Field Descriptions (Continued) Field name Company name User ID Type/format String String String String Length Description 59 21 15 15 Sent faxes only: The recipient’s company name Sent faxes only: RightFax user ID of the sender Sent faxes only: Billing code 1 Sent faxes only: Billing code 2 Field name Direction Date sent Time sent Channel Duration Phone number Type/format String Length Description 1 Sent/received flag (“S” or “R”) Date that the call was initiated Time that the call was initiated Channel used by RightFax (0–32) Total transmission time in seconds Sent faxes: Fax number dialed Received faxes: Routing code (DID or DTMF) used Billing code 1 Billing code 2 MM/DD/YYYY 10 HH:MM Numeric Numeric Alphanumeric 5 2 5 31 If you set Level to “4. YYYYMMDD 8 HHMM Numeric Numeric 4 5 5 Chapter 5 Configuring the DocTransport and BoardServer Modules 69 . Each log entry appears on a separate line and includes 28 data fields. Channel used by RightFax. Because a separate file is created for each hour’s fax events. Name of sender (descriptive name. Type of fax board used to send the fax 0 = Brooktrout Brooktrout call result status value.4 Administrator’s Guide 70 Table 5n Audit Log Level 4 Field Descriptions (Continued) Table 5n Audit Log Level 4 Field Descriptions (Continued) Field name Phone number Remote ID Good pages Page count Board type Type String String Numeric Numeric Numeric Length Description 127 47 5 5 1 Fax number dialed. Brooktrout fax result status value. The recipient’s voice number. Hex value of CDR flags 0x0001 = PartialRetry 0x0002 = SchedRemote 0x0004 = SendForRemote 0x0008 = Has_ANI 0x0010 = Had_AOC 0x0020 = Had_ISDNCauseVal Field name AOC value 2 AOC value 3 ISDN cause value Sender ID To name From name Type Numeric Numeric String Length Description 9 9 5 AOC data value #2 (only valid if indicated by flags). AOC data value #3 (only valid if indicated by flags). Billing code 2. The recipient’s name. CSID of recipient fax machine. String String String 21 59 59 BT call status Numeric BT call line status BT fax status BT fax line status CDR flags Numeric Numeric Numeric Numeric 5 5 5 5 4 Contact number Company name String String 31 59 15 15 21 15 47 Billing code 1 String Billing code 2 String Secure CSID String Unique ID Source server String String AOC value 1 Numeric 9 AOC data value #1 (only valid if indicated by flags). InitialString This is a text message that will be included in the audit file at the beginning of every page. Brooktrout call result line status value. not the ID). Brooktrout fax result line status value. Total number of pages in the fax. RightFax user ID of the sender. Assigned unique ID for fax job. Number of pages transmitted successfully. Billing code 1. Source server IP address or name. ISDN call setup cause value (only valid if indicated by flags).RightFax 9. . CSID match code for secure send operation. The recipient’s company name. Note Intel Dialogic fax boards do not support the quick header feature. Open Windows Control Panel and run the RightFax Select Overlay TTI Line to add the TTI line text to add any existing text or image on the first line of the fax. This retains any fax data on the first line but increases the length of the fax by one line. 3. The TTI line includes the transmitting fax machine. 4. If this option is not selected. Follow these steps to optionally add your organization’s name to the TTI line: 1. the date and time of the transmission. With Brooktrout fax boards. Select Replace TTI Line to replace any existing text or image on the first line of the fax with the TTI line. Chapter 5 Configuring the DocTransport and BoardServer Modules 71 . Type the desired company name in the Fax ID box. This allows you to output the log to a network printer. this option functions the same as inserting the TTI line.This line can contain control codes that can be used to convey page formatting or other information to the application reading the file. Click on each fax channel for each fax board listed in the left pane. To add control codes to this string. This erases existing fax data from the first line but ensures that the overall length of the fax stays the same. and the total page count. the TTI line will display the local time at the fax’s place of origin. Note that this can obscure the TTI information. 2. Select this option to place a TTI line at the top of every page of a fax. Display GMT on the TTI Line Displays the local time relative to Greenwich Mean Time (GMT). DocTransport application. Allow TTI Line The transmit terminal information (TTI) line is a line of text that prints at the top of each received fax page. the fax page number. you must also specify how the TTI line should be placed on the fax page. Quick headers must be enabled in the General tab of the RightFax Server module Configuration dialog box (see “Enable Quick Headers” on page 22). Repeat these steps on all RightFax servers and Remote BoardServer computers. Select Insert TTI Line to add a new line to the top of the fax page for the TTI information. Quick Header Format Specify heading text to include under the TTI line on outbound faxes. Table 5o InitialString Control Codes If this check box is selected. Notation Example Represents \x## \### ^x \x1b \027 ^[ Hexadecimal character values Decimal character values ASCII representation of a control character Close File Between Each Page Closes the log file after each entry. The date format in your TTI line is a function of the Windows international or regional settings as installed on the fax server. use the following notation. Macro ~1 ~2 ~3 ~4 ~5 ~6 ~7 ~8 Definition To-name field (59 characters maximum) Shortened to-name (23 characters maximum) To-contact number field (31 characters maximum) To-company field (59 characters maximum) Shortened to-company field (23 characters maximum) BillInfo1 field (15 characters maximum) BillInfo2 field (15 characters maximum) Unique ID (15 characters maximum) Example For example. saving the time and money of redialing and reconnecting a second time.. Inc. Secure RPC Enabled Encrypts the data exchanged between multiple RightFax BoardServer modules or between a RightFax BoardServer module and the FaxStat program. the setting Please deliver to: ~2 at ~5 might appear in a fax Quick Header as Please deliver to: Jane Doe at Acme. Select this check box if error correction is causing excessive fax transmission failures.4 Administrator’s Guide 72 The quick header line can be customized using special macros that are replaced in the quick header of each fax. you must specify a user account that the BoardServer service can use for authentication to and from other BoardServer modules on the network. If you select this option. click the [. Simulation mode can be used with no fax boards installed. it keeps the line open and transmits the second fax. Call Grouping Whenever a fax is placed in the fax queue. Disable Loop Current Detection Disables the fax transmission error correction feature of Brooktrout fax boards. The Call Grouping feature is only available for use with Brooktrout fax boards..] button to the right of this option and enter a login name and password. If another fax to the same number is scheduled. Simulation Disables any currently configured fax channels but allows simulated fax sending. To specify a user account. This option enables the Call Grouping feature for all Brooktrout1034 and Trufax-series fax boards. Maximum Grouping This field specifies the maximum number of pages (1-256) that the fax server will send to one phone number before hanging up and sending another set of faxes. . Any BoardServer service on any other RightFax server communicating with this server must be started using a valid account and password rather than a local system account. Call Grouping checks the queue for another fax going to the same number.RightFax 9. Table 5p Quick header macros Beeping Tells the computer in which the fax boards are installed to beep each time a call is placed or received. Outgoing faxes will appear to send but will not. If you are not sure how to set this option. it must be configured to work with RightFax. Select this check box if error correction is causing excessive fax transmission failures. For information on setting the I/O address on your fax board. This setting is determined by the phone company when your DID service is installed.12 Brooktrout Board Configuration Set Fax ID for All Channels You can specify a fax ID for all the channels on this fax board. This value is fixed and maintained by your phone company when your DID service is installed. Set Capability for All Channels Sets the same capability (dial-only. To specify the capability of each channel separately. If a match is made. If you are not sure how many digits are being forwarded. the Number of Digits to Collect setting. click the board name in the Board/Channel list in the left pane. This value must match the physical I/O address set on the fax board. To specify a unique fax ID for each channel.Configuring analog Brooktrout fax boards After you have added a new Brooktrout fax board. see “Configuring Brooktrout fax channels” on page 74. the fax can be successfully routed. Usually. This value can be equal to. contact your telephone service provider. Base I/O Address The I/O address of the first channel on the board. Interrupt The interrupt setting used for all Brooktrout fax boards in the computer. or both) for all the channels on the fax board. Board Model Specify the nationality type of fax board installed. Number of Digits to Collect Specify the number of digits being sent to you by the phone company during incoming calls. This may or may not be the country in which you reside. this is set to your company name or general fax number. The fax ID is transmitted by each channel on this fax board to remote fax machines. but not greater than. DID settings Direct Inward Dial (DID) is a phone line service that allows inbound fax routing based on the phone number that was used to dial in to your fax server. Disable Loop Current Detection Disables the fax transmission error correction feature of Brooktrout fax boards. Figure 5. Chapter 5 Configuring the DocTransport and BoardServer Modules 73 . The fax board reads a set number of digits from the phone line and compares these digits to each RightFax user's routing code. Number of Digits for Routing Specify the number of received digits to use for DID routing. refer to the documentation included with the board. DID Service Type Specify the type of DID service (WINK or IMMEDIATE). answer-only. see “Configuring Brooktrout fax channels” on page 74. Make sure the selected interrupt does not conflict with other hardware in the system. To configure the board. contact your telephone service provider. This is the number of digits in each RightFax user’s routing code. These settings will only affect DID-capable fax boards. The Channel Extension is also used when DTMF routing is enabled on the line but the caller does not enter a routing code. For a description of any option in the wizard. and ISDN telephone lines require routing codes. or those settings are not optional. To configure a channel. from 0 to 999 (up to 1000 pages per fax). Timed ability This feature changes the capability (send-only. Figure 5. and then click the box you want help with. click the [?] icon in the top right corner of the dialog box. you can set a channel to answer-only during business hours. this setting only applies to loop-start lines and T1 lines without DNIS. or both) for this channel. This lets you reserve channels for smaller faxes. and then switch it to both dial and answer after hours so it can be used for broadcast faxing in the evening.13 Brooktrout Channel Configuration Dialog Box . this is set to your company name or general fax number. Channel Extension Assigns a routing code to all incoming faxes on this channel if no routing information is specified. This box will not be available if you selected the Set Capability for all Channels check box when configuring the Brooktrout board (see “Configuring analog Brooktrout fax boards” on page 73). Because DID. Usually. answer-only. Click this option to run the digital configuration wizard. Activate Channel Activates this channel for use by RightFax. Fax ID Specify the fax ID for this channel only. “Digital Configuration. answer-only. Enable ECM Enables CCITT error correction mode when sending faxes.4 Administrator’s Guide 74 Configuring digital Brooktrout fax boards After you have set up digital fax boards in the BoardServer configuration program.” appears at the top of the tree in the left pane. Capability Sets the capability (dial-only. a new option.RightFax 9. When you add a digital Brooktrout fax board in the BoardServer configuration program. Error correction can improve fax quality on a noisy phone line but can also increase the time it takes to send faxes. Complete each entry in the wizard for your network interface card. Options that are unavailable either do not apply to the board type or settings you have selected. or both) of the fax channel at defined times. Pages This Channel May Send Sets the maximum number of pages per fax that can be sent by this channel. T1 with DNIS. For example. click the channel number in the Board/Channel list. you must configure the RightFax server to recognize your network interface cards. To deactivate the channel. Configuring Brooktrout fax channels Each fax channel on a Brooktrout fax board can be individually configured. Max. The fax ID is transmitted to remote fax machines to identify the sender. This box will not be available if you selected the Set Fax ID for all Channels check box when configuring the Brooktrout board (see “Configuring analog Brooktrout fax boards” on page 73). click to clear this check box. The default file. Press the [#] key (pound key) when you are done. Terminator Specify the key (on the phone) that the caller must press when finished entering DTMF digits. This requires a special voice module license for your Brooktrout board. Capability Sets the capability (dial-only. go to a command prompt on the server and enter this command: \rfboard\voice -p -c PhoneNum -u0 prompt.ipk file. you must also specify the file of the voice prompt. The default file. you must also select the tone to play and the duration of the tone in seconds. Initial Speech Prompts callers to enter a routing code for the fax by playing a voice prompt. The default file. When this option is selected. enter this command: \rfboard\voice -r -c PhoneNum -u0 prompt. refer to your Brooktrout documentation. and “1730” represents 5:30 p. No Terminator Tells RightFax to accept the DTMF code entered by the caller as soon as the correct number of digits have been entered. Hang up when the playback is complete. Inbound routing These settings all apply if you will be using DTMF routing. DTMF routing is a method for routing faxes directly to an individual based on the routing code entered manually by the caller. When this option is selected.ipk is located in the RightFax\DocTransport\Brooktrout folder. it will begin recording your message. This is necessary when the Max.ipk is located in the RightFax\DocTransport\Brooktrout folder. Save a backup copy of the old Prompt.You can define up to three time periods. or both) for this time period. When you answer the phone. see “Initial Speech” on page 75. You must always specify the end time of the last time period as “2359”. This prompt file can be played or re-recorded via telephone.m. Initial Tone Prompts callers to enter a routing code for the fax by playing a tone. “1200” represents noon. Failure Specify the file to play when a caller does not enter enough DTMF digits to route the fax. The first time period always has its Start time set to “0000” (midnight). The board will dial the phone number you specified.ipk where PhoneNum is the phone number the Brooktrout board will dial to play back the prompt. The board will dial the phone number you specified. Enable DTMF Routing Enables DTMF inbound routing for this channel. To play the voice prompt for review. answer-only. it will play the message. No additional terminator key needs to be pressed.ipk where phonenum is the phone number the Brooktrout board will dial to initiate the recording. For information on playing and recording voice prompts see “Initial Speech” on page 75.ipk is located in the RightFax\DocTransport\Brooktrout folder. Confirmation Specify the file to play when a caller has correctly entered DTMF digits for routing. 3. 2. Prompt. For information on the available tones. This prompt file can be played or re-recorded via telephone. Start Specify the beginning of the time period. This prompt file can be played or re-recorded via telephone. For information on playing and recording voice prompts. Digits and Min. End Specify the end of the time period. Gotdigit. To record a new voice prompt 1. When you answer the phone. Chapter 5 Configuring the DocTransport and BoardServer Modules 75 . From a command prompt on the server. Times are indicated in 24 hour military time (“0000” represents midnight. Baddigit.). Digits are not set to the same value. 4 Administrator’s Guide 76 Because in this case the routing code can be a variable number of digits. For information on voice-compatible Brooktrout fax boards. Digits Specify the maximum number of DTMF digits that can be entered by the caller. 1. refer to your fax board documentation or contact your Brooktrout fax board distributor. Navigate to HKEY_LOCAL_MACHINE\Software\RightFax\ Configuring the Human Answered Fax feature in the advanced settings The Advanced Settings on the BoardServer configuration dialog box apply to the Docs-on-Demand and TeleConnect optional modules and to the Human Answered Fax feature. Create a new DWORD value and name it HAFCancelIfNoResponse. For TR-1034 faxboards. These files can be played or modified using any sound editor that supports the Dialogic OKI32 file format. The Human Answered Fax feature detects when an outbound fax call is answered by a person. Create a new DWORD value and name it HAFCancelIfNoResponse. 3. Refer to the RightFax Docs-on-Demand Guide or Chapter 29. To enable and configure the Human Answered Fax feature. 3. 1. Digits Specify the minimum number of DTMF digits that can be entered by the caller. The recipient is then offered one or more options for receiving the fax. 2. Max. The Human Answered Fax feature uses voice files located in the RFBoard\Voices\Dir folder on the RightFax server.RightFax 9. “Using TeleConnect to Access Faxes by Phone” for installation and configuration instructions for these products. Because it uses digital voice prompts. Min. 2. rather than a fax machine. Navigate to HKEY_LOCAL_MACHINE\Software\RightFax\ DocTransport\Transports\Brooktrout\HAF. Tone Wait Specify the length of time in seconds to wait after the prompt is played for the caller to enter a routing code. expand Advanced Settings. the caller must provide some indication of when he has finished entering DTMF digits. and then provides an automated voice message informing the recipient that a fax is being sent. the caller must enter the code and the terminator in this length of time. If you have specified a terminator key (described previously). Cancelling a Human Answered Fax To cancel a fax call that has been answered by a human you must set the Human Ansered Fax > Voice Mode option to Voice Menu and edit the Windows Registry as shown below. Voice files are saved as Dialogic OKI32 files (.vox files). For TR-114 faxboards. and then click Human Answered Fax in the list in the left pane. the Human Answered Fax feature requires that you have installed at least one Brooktrout fax board with licensed voice capability. Set this value to 1 and exit the Windows Registry. Set this value to 1 and exit the Windows Registry. . BoardServer. you should also select Voice Prompt Only under Voice Mode. The voice prompt used by the RightFax server can be either simple or detailed. This is because if a fax machine picks up the call. RightFax will always send the fax after a short delay. the fax will be sent. If you select this option.vox plays saying “This Fax Has Been Cancelled. The voice prompt used by the RightFax server can be either simple or detailed. The prompt will be followed by the file HAF_MainMenu.” If you select the Detailed Voice Prompts option in the Human Chapter 5 Configuring the DocTransport and BoardServer Modules 77 .” followed by HAF_PressStart. whereas if you select the Voice Menu option. which says “To receive this fax press 1 or stay on the line.Figure 5. Call back in Voice Mode if a Human is detected on a Fax Call. the menu will automatically play the file HAF_PressStart. the file HAF_PressStart. If the call recipient presses 9.” Enable Human Answered Fax Enables the Human Answered Fax feature. To Cancel this fax press 9.14 The Human Answered Fax Configuration dialog box Voice Mode Select one of the following options: Voice Prompt Only. Detailed Voice Prompts The Human Answered Fax feature provides two types of voice prompt: a simple voice prompt and a detailed voice prompt. This option causes the RightFax server to initiate all outbound fax calls in voice mode. Calling Mode Select one of the following options: Switch to Voice Mode if a Human is detected on a Fax Call. RightFax will wait indefinitely for a response from the call recipient. If the voice menu is enabled. This option causes the RightFax server to hang up when a human voice is detected and immediately call back in voice mode. If the caller does not press 1 or 9 within 10 seconds. If a fax machine is detected on either call. the call recipient will first hear either the simple or detailed voice prompt (depending on which you have enabled). If the call recipient presses 1.vox.vox prompting the call recipient to start the fax machine.vox which says “Please press start on your fax machine to receive your documents. This option causes the RightFax server to switch from fax transmission mode to voice mode as soon as a human voice is detected. We apologize for any Inconvenience” and the fax will not be sent. This option plays a voice prompt followed by a menu of options for the call recipient. The simple voice prompt plays the file HAF_ThisisaFax. The voice prompt is a message informing the call recipient that this is an incoming fax. Always start each Fax Call in Voice Mode. then the fax server will attempt to send the fax. Voice Menu.vox which says “This is a fax. the file HAF_Cancelled.” The detailed voice prompt combines several separate voice files to create a unique message that says “This is an n page fax.vox plays saying “Please Press Start on your Fax machine To Receive your Documents” and the fax server will attempt to send the fax. the fax will be sent. This option plays a voice prompt to the call recipient and then waits for a fax tone before transmitting. If a fax machine is detected. and the fax will never be sent. edit the Windows registry. The data options for the string are described in the following table. Table 5q ISDN Data String Options Record a new translated version of the file HAF_ThisisaFax. The detailed voice prompt then plays HAF_PressStart.vox which says “Please press start on your fax machine to receive your documents. If it does not. Source server IP address or name. the RightFax server will use the detailed voice prompt. For descriptions of all of the voice files in the RFBoard\Voices\Dir folder on the RightFax server. the PBX will reject the call. Select Voice Prompt Only under Voice Mode.. The recipient’s company name.vox that will inform the call recipient that a fax transmission is being attempted. Data Fax number dialed. . This data can be captured by some PBX systems for billing purposes.RightFax 9.vox is located in the \Voices folder. follow these guidelines when configuring Human Answered Fax (described on page 76): Adding data to the ISDN string You can add data to the calling party number field of the ISDN string for each fax sent from the RightFax server. Name of the sender. Do not select the option Detailed Voice Prompts. The recipient’s voice number.. The detailed voice prompt always includes the number of pages in the fax and uses the appropriate a/an article to match the number of pages. Navigate to the subkey HKEY_LOCAL_MACHINE\Software\RightFax\DocTransport\Tran sports\Brooktrout. Add the REG_DWORD registry value UseISDNCallingParty.4 Administrator’s Guide 78 Answered Fax tab of the Board Configuration dialog box (described on page 77). refer to the TeleConnect User’s Guide. CSID match code for secure send operation. The detailed voice prompt can include “. so you must create this file if you want your organization name identified as the source of the fax. Add the REG_DWORD registry value UseISDNCallingParty. Billing code 2. The recipient’s name. verify that the PBX system can accept the data. This file is not provided with the RightFax server software. Value 1 2 3 4 5 6 7 8 9 10 11 Note Captaris recommends using the simple voice prompt without the menu when translating the Human Answered Fax voice files to languages other than English. simply translating the individual files may result in improper syntax.” Translating the voice files If you will be using the Human Answered Fax feature with a language other than English. Because both the menu and the detailed voice prompt are generated by playing several separate voice files in sequence.from [company name]” at the end of the prompt if a file called HAF_Source. To enable this feature. RightFax user ID of the sender. If using a Brooktrout TR-114 board: Navigate to the subkey HKEY_LOCAL_MACHINE\Software\RightFax\BoardServer. Billing code 1. Before implementing this feature. Assigned unique ID for fax job. The total number of fax pages received. specify the information you want it to include. stop and start the RightFax server for the settings to take effect. and specify where on the fax page to print the line. The fax recipient’s RightFax user name (if applicable). Navigate to the subkey HKEY_LOCAL_MACHINE \Software\RightFax\FaxServer and add the registry values described in the following table. You can enable or disable the RTI line. Chapter 5 Configuring the DocTransport and BoardServer Modules 79 . specify the font size. StampReceived REG_ Pages DWORD The following table lists the variables that can be included in your RTI line text. To enable this feature. The fax recipient’s DID number. This can include one or more variables from “Table 5s: ReceiveStampForm at Variables” on page 79. The RTI line includes information about the fax that supplements the TTI line such as the total number of pages received. The fax sender’s caller subscriber ID (CSID). LEFT RIGHT 0 = off 1 = on(default) Enable or disable the RTI line. Table 5r RTI Line Registry Entries Table 5r RTI Line Registry Entries Entry ReceiveStamp Location Data type Values REG_SZ Description TOP Location on page to BOTTOM (default) print the RTI line. Variable ~1 ~2 ~3 ~4 ~5 ~6 ~7 ~8 ~9 ~0 ~A Definition The current page number.) Description Font size for the RTI line text. The text to print. the name of the fax server that received the fax.Defining an RTI line The RTI (Receipt Terminal Information) line is a line of text that can be printed at the bottom of each received fax page. The unique ID assigned to the fax by the fax server. This variable is case-sensitive. The date and time that the fax was received (as reported by the fax server). The number of the fax channel that received the fax. The value for this entry must be 1 to enable the RTI line. edit the registry. After adding the registry values. The fax recipient’s RightFax user ID (if applicable). Table 5s ReceiveStampFormat Variables Entry ReceiveStamp FontSize ReceiveStamp Format Data type Values REG_ DWORD REG_SZ Any decimal number (default 14) Text and variables (see “Table 5s: ReceiveStamp Format Variables” on page 79. Duration of the fax transmission in minutes and seconds. and the sender’s caller ID. The name of the fax server that received the fax (up to 30 characters). Each entry will be attributed to the RightFax Server module. edit the text file and fix them. Confirm that the interrupt on the board matches the interrupt setting in the BoardServer configuration program. If the addresses do not match the ones you have entered in the BoardServer configuration program. all RightFax server modules can be configured to record a detailed log of program information in the Application EventLog. Example The following value entered for the From a command line on the RightFax server. If the address and interrupt are configured correctly. 2. change to the RightFax\RFBoard folder and enter this command: type faxinit. error when starting the BoardServer module. This variable is case-sensitive. Troubleshooting the BoardServer module To help track errors. . This variable is case-sensitive. When a problem occurs.RightFax 9. To do this. turn off the computer.4 Administrator’s Guide 80 Table 5s ReceiveStampFormat Variables (Continued) Variable ~B Definition The current date formatted as a two-digit year followed by three digits for the absolute day of the year. Repeat this procedure trying different settings until the service starts successfully. Confirm that the base I/O address and the interrupt in the Board section of the BoardServer configuration program match the physical settings on the board. confirm ~C that there are no other system conflicts with those addresses. RightFax Database module. Note The RightFax BoardServer module must be stopped for this test to work. Error 2140 when starting the BoardServer service with Brooktrout fax boards 1.cfg A line appears for each fax channel listing the channel’s address. The number is reset each day at midnight and then increments by one for each received fax page. If all of the addresses are found and you are still getting a 2140 ReceiveStampFormat entry … Page ~1 of ~2 received on ~3 on server ~4. first change the interrupt in the BoardServer configuration. enter this command at the RightFax\RFBoard prompt: faxinit faxinit. Restart the system and try to restart the service. If it does. and then shut down the Windows server. 2000. For example. The total page count on the fax server. “00001” means January 1. there is probably an interrupt conflict. this should be your first source of information. After this is done. then they are probably conflicting with something else on your system. 3. or RightFax WorkServer module. RightFax BoardServer module. try another interrupt setting.cfg If the addresses are not successfully found. and change the interrupt jumper on the fax board to match the BoardServer configuration. … might print as: Page 4 of 4 received on 02-01-01 12:11:59 [US Mountain Standard Time] on server RIGHTFAX. To configure Eicon Global Transport settings. expand the Eicon option in the list in the left pane and select an Eicon board in the list. On successful startup. If it encounters problems starting (such as configuration errors). Important DTMF routing with Eicon fax boards is not supported. To reset the BoardServer service to automatic. Chapter 5 Configuring the DocTransport and BoardServer Modules 81 . This displays a set of Eicon configuration options. and then restart the BoardServer module manually. Eicon Diva Server version 7.The BoardServer service is set to manual The BoardServer module is normally configured as an automatic service.15 The Eicon Diva Server Configuration options Configuring Eicon Fax Boards Eicon fax boards must be added in the DocTransport module and then configured using the board configuration tool provided by Eicon. Each Eicon board that you have added to DocTransport must be configured separately. select Global Transport Settings in the left pane. the BoardServer service sets itself to manual. After you have specified the installed Eicon fax boards in DocTransport (described in “Adding transport methods” on page 48). Configuring Eicon Global Transport Settings Eicon Global Transport Settings are global settings that apply only to the Eicon transport methods. The rest of this section describes the options on this screen. fix the cause of the problem. Figure 5.5 or later must be installed on the RightFax server or remote BoardServer computer where the Eicon boards are installed. the BoardServer module will reset itself to automatic. The fax ID is transmitted by each channel to the receiving fax device. Dialing Settings Prefix This field specifies one or more dialing characters to add at the beginning of every outbound fax number dialed by the server. the date and time of the transmission. DID settings Direct Inward Dial (DID) is a phone line service that allows inbound fax routing based on the phone number that was used to dial in to your fax server. The fax is packaged as an email message with a TIFF attachment and then sent over IP via an SMTP server. The TTI line includes the transmitting fax machine.37 Fax over IP T. Number of Digits for Routing Specify the number of received digits to use for DID routing. To send documents using fax over IP. The fax board reads a set number of digits from the phone line and compares these digits to each RightFax user's routing code. Configuring T. These settings will only affect DID-capable fax boards.RightFax 9. Display GMT on the TTI Line Displays the local time relative to Greenwich Mean Time (GMT). For more information about Eicon fax boards. The default setting (WW) instructs the Configure Eicon Click this button to run the Eicon SoftIP configuration program if necessary. the TTI line will display the local time at the fax’s place of origin. Number of SoftIP Channels Select the number of SoftIP channels that you want to enable in RightFax. Eicon SoftIP and RightFax must both be licensed to support the number of channels you specify.37 fax over IP is a fax transmission protocol that allows faxes to be transmitted to T. For information on how to configure a dialing rule to route to a fax over IP destination. This message is automatically interpreted as a fax by the receiving device. Set Fax ID for all Channels You can specify a fax ID for all the SoftIP channels you add. However. and the total page count.37 Fax over IP. this is set to your company name or a general fax number. see page 211. This is the number of digits in each RightFax user’s routing code. this configuration should have been completed before enabling the SoftIP channels in RightFax. see Chapter 7 of the RightFax Fax Board guide located on the RightFax server in the \RightFax\Doc folder. rather than dedicated fax channels. . which then prints it. the fax can be successfully routed. Usually. This displays the fax over IP configuration options. you must create dialing rules that route the documents based on the fax numbers or email addresses entered by your RightFax client for outbound faxes. After you have added the T. the fax page number.37 Fax over IP transport method in DocTransport (described in “Adding transport methods” on page 48).4 Administrator’s Guide 82 Allow TTI Line The transmit terminal information (TTI) line is a line of text that prints at the top of each received fax page.37-compatible devices over IP. If a match is made. expand the FoIP option in the list in the left pane and select T. If this option is not selected. 37 fax message Enter the email address that will be transmitted to the receiving T. Find the Extra Rule Weight box and click the up arrow until the value is greater than 0. prefix box located in the DocTransport.16 The T. 1 = Enables FoIP fail-over. enter the name of the SMTP server on your network that will transmit fax-over-IP messages. Click the Number Adjustments tab. Create a new REG_DWORD entry called DisableDialingRuleOnTimeout. 11. enter a number that. Chapter 5 Configuring the DocTransport and BoardServer Modules 83 .37 board-based architecture. faxes are automatically routed to a secondary router or gateway. 4. If you did not specify an SMTP server name during installation. Click the Other tab. Email Address in the “From” Section of the T. 9.Figure 5. Global Transport Settings. SMTP Server Address By default.1 10. Close the Windows registry. When finished. Open the Windows Registry on the RightFax server.0. click OK. In the Pattern field. Important When using FoIP you must remove the wait for wink (or WW) setting in the dialing settings. Log on to Enterprise Fax Manager and click the Dialing Rules view. click OK. 7. 12. Repeat steps 7-9. For example. @192. Type the @ symbol and the IP address of your network’s primary FoIP router. will be sent via FoIP. 3. Open the Enterprise Fax Manager File menu and click Save Dialing Plan. Browse to the subkey of HKLM\Software\RightFax\DocTransport\Transports\Brooktrout. The Rule Edit window opens. When finished. fax over IP messages will be sent via the SMTP server that you specified during the RightFax server installation. FoIP fail-over is compatible with both SR140 and T. 13. Edit the value to contain either of the following: 0 = FoIP fail-over is not enabled. 5.37-compatible device. 8. 2.37 Fax over IP Configuration options To enable FoIP fail-over 1. Right-click Dialing Rules and click New. 14.168. Configuring Fax over IP Failover Fax over IP environments with a multi-router topology may configure RightFax (via dialing rules) for real-time FoIP fail-over. When the primary FoIP router or gateway is unavailable or times out. when dialed. 6. Simulation mode can be used with no fax boards installed. Maximum Grouping This field specifies the maximum number of pages (1-256) that the fax server will send to one phone number before hanging up and sending another set of faxes. Call Grouping Whenever a fax is placed in the fax queue. Capability Sets the capability (dial-only. The fax ID is transmitted by each channel to the receiving fax machine. This option enables the Call Grouping feature for all Brooktrout1034 and Trufax-series fax boards. RightFax will use these settings regardless of the fax channel in use. To configure global simulation transport settings. click to clear this check box. Usually. This box will not be available if you selected the Set Fax ID for all Channels check box in the Simulation Channels configuration.RightFax 9. Configuring Simulation Channels Set Fax ID for all Channels You can specify a fax ID for all the channels on this fax board. Simulated channels range from 1-120. The rest of this section describes the options on this screen. answer-only. Call Grouping checks the queue for another fax going to the same number. Number of Simulation Channels You can specify simulated fax channels. Configuring Simulation Global Transport Settings Simulation Global Transport Settings in the DocTransport module are global settings that apply to all simulation channels. The default setting (WW) instructs the fax boards to automatically detect a dial tone before dialing. Fax ID Specify the fax ID for this channel only. in seconds. The Call Grouping feature is only available for use with Brooktrout fax boards. To deactivate the channel. If another fax to the same number is scheduled. CD Timeout Specify the length of time. Capability Sets the capability (dial-only. of the Administrator’s Guide.4 Administrator’s Guide 84 Configuring Simulation Transports The Simulation Channels transport is a set of virtual channels that allow simulated faxing. it keeps the line open and transmits the second fax. Usually. This box will not be available if you selected the Set Capability for all Channels check box in the Simulation Channels configuration. this is set to your company name or general fax number. Simulated baud rates range from 9600-33600. Outgoing faxes will appear to send but will not. or both) for this channel. The fax ID is transmitted to remote fax machines to identify the sender. Dialing Settings Prefix This field specifies one or more dialing characters to add at the beginning of every outbound fax number dialed by the server. Set Transmission Rate for all Channels You can specify a simulated baud rate for all simulated fax channels. Simulated baud rates range from 9600-33600. saving the time and money of redialing and reconnecting a second time. Dialing Settings Postfix This field specifies one or more dialing characters to add at the end of every outbound fax number dialed by the fax server. please see page 209. Transmission Rate Sets the simulated baud rate for all simulated fax channels. Beeping Tells the computer in which the fax boards are installed to beep each time a call is placed or received. or both) for this channel. please see page 209. select Global Transport Settings in the left pane. answer-only. that the RightFax server will wait for a fax answer tone (CED tone) from a remote fax machine when sending a fax. For a list of valid dialing characters. this is set to your company name or general fax number. of the Administrator’s Guide. Activate Channel Activates this channel for use by RightFax. This box will not be available if you selected the Set Transmission Rate for all Channels check box in the Simulation Channels configuration. For a list of valid dialing characters. . or both) of the fax channel at defined times. For information on completing these configuration options. Pages Channel may Send Sets the maximum number of pages per fax that can be sent by this channel. and then switch it to both dial and answer after hours so it can be used for broadcast faxing in the evening. Figure 5. Timed ability This feature changes the capability (send-only. Each RightFax mailbox (user ID) has a unique routing code. For example. Start Specify the beginning of the time period. Chapter 5 Configuring the DocTransport and BoardServer Modules 85 . expand the SMS option in the list in the left pane and select Mobility Push-Proxy Gateway. typically the last three or four digits of the number. You can define up to three time periods.Max. After you have added the SMS transport method in DocTransport (described in “Adding transport methods” on page 48).17 The SMS Configuration options Configuring SMS via the Push-Proxy Gateway Short message service (SMS) is a communication protocol that lets you send and receive short text messages to and from SMS-compatible devices such as a cell phone. End Specify the end of the time period. “1200” represents noon. You must always specify the end time of the last time period as “2359”. or both) for this time period. The RightFax server can be configured to send fax notifications and alerts to SMS numbers. SMS functionality requires that you have installed the RightFax Push-Proxy Gateway on the server running the DocTransport service. answer-only. This displays the SMS configuration options. You can also create dialing rules that automatically route outbound faxes to SMS numbers.). This lets you reserve channels for smaller size faxes only. Because SMS is a text-only protocol. refer to the “Text Messaging Using the Push Proxy Gateway” on page 167. RightFax clients can also send and receive SMS messages. Number of Digits for Routing When the RightFax server receives an incoming SMS message. The first time period always has its Start time set to “0000” (midnight). you can set a channel to answer-only during business hours. Enter the number of digits that will be read from the end of the receiving phone number that will be used for routing SMS messages. it can route the message to one or more mailboxes. sent SMS messages include only the notes added to the fax cover sheet. SMS mailboxes should be configured to use routing codes based on the phone number that the message was sent to. and “1730” represents 5:30 p. Configure PPG Runs the Push-Proxy Gateway configuration program. Times are indicated in 24 hour military time (“0000” represents midnight.m. answer-only. Capability Sets the capability (dial-only. from 0 to 999 (up to 1000 pages per fax). it is important that sufficient bandwidth is available across the network to allow the DocTransport and RightFax server to communicate efficiently. If a hardware or phone line failure occurs. Caution While running DocTransport modules over a WAN is a supported configuration. Also. the workload of faxing is divided between multiple computers. The ability to install multiple DocTransport modules is available in RightFax Enterprise servers only. Insufficient bandwidth when running remote DocTransport modules across a WAN may result in timeout errors causing both inbound and outbound documents to fail. This distributes the workload of the RightFax server across several computers and provides expanded channel capacity and system redundancy.4 Administrator’s Guide 86 Running DocTransport on Remote Computers Note One RightFax Enterprise server can support a total maximum of 16 separate DocTransport modules. When the RightFax server is configured to run one or more DocTransport modules remotely. Figure 5. Because the fax boards can be distributed between several computers. fax traffic can be automatically routed to other available DocTransport modules quickly and with no interruption of service.18 Remote DocTransport Modules in a Clustered Environment With the RightFax Enterprise server.RightFax 9. remote DocTransport modules let you make the most out of redundant hardware in clustered server configurations. running remote DocTransport modules allows for system redundancy. Windows Server 2003 Standard x86 Windows Server 2003 R2 Standard x86 Windows Server 2003 Enterprise x86 . Requirements Supported Microsoft Windows Operating Systems RightFax server software is supported on the following server operating systems. while the remote DocTransport computers handle all the work relating to sending and receiving faxes. In addition. your ability to expand your system’s fax channel capacity is virtually unlimited using remote DocTransport modules. The RightFax server computer can remain dedicated to database management and WorkServer operations. as in the following diagram. you can install and run multiple DocTransport modules simultaneously on the local and one or more remote computers. NET Framework 2. To check for updates. The RightFax Product Suite Setup wizard opens. To apply your settings and install required third-party software. Setup will prompt you to install it. If your server does not already have Microsoft Message To ensure that your installation goes smoothly and to avoid unnecessary delays. click Cancel. you must manually change the DSN on the remote DocTransport computer to match the DSN on the server. Caution If you have changed the default DSN for the SQL connection on the main RightFax server.exe.NET Framework 2. check the box next to Do not check for updates and click Next. To continue.NET Framework 2. No other Setup components should be chosen.0 or later* Microsoft Data Access Components 2. If AutoRun is enabled. remote DocTransport modules cannot prevent you from exceeding your RightFax channel licenses. 5. Queuing installed. To install. If updates are found. The Preview Requirements step lists third-party software required by your chosen features and also lists the status of setup operations. Software that must be installed will have a status of Must Install. follow the instructions in the Result section. Click Custom followed by Next. To skip the update check and continue with Setup. 7. To install the DocTransport on a Remote Computer Important Because they are not located on your RightFax server computer. 2.0 or later. The account you choose must be a domain user that member of the local administrators group and must have the right to logon as service on the local computer.8* Microsoft Messaging Queuing* Microsoft Visual C++ 2005 runtime components* A Windows account to run RightFax services. click Apply. If AutoRun is not enabled. Insert the RightFax Product Suite DVD. menu of install options appears. 4. Chapter 5 Configuring the DocTransport and BoardServer Modules 87 . Select your option and click Next. Review the welcome screen and click Next. To cancel Setup and install . Setup will prompt you to install it. browse the DVD and run Setup. This may take several minutes. Carefully read and accept the license agreement and click Next. verify you have an active HTTP connection and click Check for Updates. 8. You must manage the number of activated channels across all the DocTransport modules. The RightFax Server module service will shut down if the total number of channels on all DocTransport modules exceeds your total number of channel licenses. it is important to perform each step in the installation completely and correctly before proceeding to the next step. Setup can check for RightFax updates and other late-breaking information. If this software is not installed on your system. and do not attempt to activate more channels than your organization has licensed. you must share the \RightFax folder on the RightFax server and grant the DocTransport service account full-control. Select the DocTransport Module Setup component and click Next. click OK. When finished. a Microsoft .Local server requirements 1.0 yourself. click Next. click Next. 9. This account must also have write access to the Windows registry on the RightFax server. 6. RightFax DocTransports require Microsoft . 10. 3. RightFax server requirements Before installing remote DocTransports. Enter your RightFax server name. click Apply. To allow setup to reserve these ports. 10062. Use the Test Account button verify account credentials. 12. When finished. To verify remote access to the RightFax server. In addition. enable the Reserve Ports option and click Next.RightFax 9. Enter a Windows account to run RightFax services. When finished.4 Administrator’s Guide 88 11. 14. This must account be a domain user that member of the local administrators group and must have the right to logon as service on the local computer. . Choose your installation folder and click Next. 15. 16. This may take several minutes. 17. 10521. some RightFax services may not start. 13. click Next. Setup can reserve these ports for exclusive use by RightFax. RightFax requires TCP ports 10520. click Next. this account must also have full-control over the \RightFax folder on the RightFax server and have write access to the Windows registry on the RightFax server. When finished. When finished. click Next. click Apply followed by Close. click Check Access. To apply your settings and complete Setup. and 34988. To begin installing RightFax software. To apply your settings and install required third-party software. Click Browse to load and select a user account. click Next. If you do not reserve these ports. click Apply. 34987. This will take several minutes. Excel. The version of Microsoft Office installed on the RightFax server is the same or newer than that used by client computers submitting Office documents. These are files passed to the RightFax server in their original format (such as Word. You should weigh these drawbacks against the benefits before configuring your RightFax server to perform server-side application conversion. the RightFax server uses its standard conversion engine to generate fax images from document file attachments. While the standard RightFax conversion engine has some advantages (such as being very fast and efficient). In most cases these variances are minor and acceptable. your RightFax servers can be configured so that the applications associated with certain file formats are launched to allow for direct (and therefore more accurate) conversion by attachments’ native applications. if the conversion quality of faxed file attachments is unacceptably low. Also. File attachments sent via the Exchange. However. SMTP.Chapter 6 Configuring Server-Side Application Conversion By default. Windows XP and Windows Vista 32-bit client computers using the Send To shortcut menu. Files attached with the <ADDDOC> embedded codes. server-side application conversion supports multiple concurrent document conversions to save processing time and server resources. This is known as server-side application conversion or SSA. and Lotus Notes email gateways. The RightFax API and COM API. Server-side application conversion is available when faxing from: Files attached using FaxUtil. 89 . Launching an application at the RightFax server each time a file attachment fax image is generated has some potential drawbacks. Understanding Server-Side Application Conversion Where possible. Note Server-side application conversion is not used for documents that are printed directly from the native applications to the RightFax print-to-fax driver. or PowerPoint) instead of first being converted to printer output. Document attachments are typically delivered to the RightFax server via one of the email gateway modules (as mail message attachments) or via RightFax Web Access. blank pages are removed from the fax image to save on fax costs and channel resources. there are occasionally variances between the fax image it generates and the original document. This is because the conversion is handled by the native application on the client computer before it is sent to the RightFax server. 2. follow these guidelines to install the Microsoft Office Word. or PowerPoint on the Description of the Captaris Conversion Engine The Captaris Conversion Engine is a stand-alone. versions 2000 through 2007.g. If you are installing Office XP. remote WorkServers). are the SSA supported applications used by the Captaris Conversion Engine: Microsoft Word. 1.4 Administrator’s Guide 90 Full applications are much larger and more processor-intensive than the standard RightFax conversion engine. links to files on other computers.RightFax 9. Microsoft PowerPoint. macros. versions 2000 through 2007. Microsoft Internet Explorer 6 and above. OCR related settings are located under the RecoStar tab. you should check that the application on the server is not stalled and waiting for attention. If server-side application conversion does not succeed in creating a fax image.. and PowerPoint applications (versions 2000 through 2007). or templates) may generate unpredictable results. install as many TrueType fonts. To minimize this. Also. If one or more faxes being processed through server-side application conversion fail to send. most applications are not designed to be run completely without user intervention. especially if your organization generates a lot of faxes with attached files. It detects when an SSA supported attachment is passed to the RightFax server and launches the appropriate application to convert the file. Finally. install the applications on the RightFax server and any computers running remote WorkServers allocated for SSA (see “Installing WorkServers on Remote Computers” on page 45). Installing and Configuring Office Applications On each of your RightFax servers and any other computers where RightFax WorkServers will be executed (e. or 2007 applications. fault tolerant service that is used to invoke applications used in server-side application conversion. You may need to upgrade the RightFax server memory or processing capacity to support server-side application conversion. . Excel. Situations may arise in which an application stops while it waits for user input (such as waiting for a password). for server-side application conversion. documents containing objects that the server does not have access to (such as special fonts. For information about OCR setup and configuration. Below. the security for macros in Office must be set to the lowest setting. you must install Office 2007 on the RightFax server or remote WorkServer performing SSA. The Conversion Engine also supports and can be configured to use Optical Character Recognition (OCR) technology. versions 2000 through 2007. uninstall those applications using Add/Remove Programs in Control Panel. and other components used by your organization to the computer or computers that provides server-side application conversion. RightFax server. 2003. RightFax will use its built-in conversion engine to create the fax. RightFax makes every attempt to prevent or bypass such occurrences but cannot guarantee it will prevent all such occurrences. such as incorrect fax image output or conversion failure. see “Using Optical Character Recognition” on page 233. macros. document templates. Excel. If you have already installed Word. To enable the RightFax server to perform server-side application conversion. Important If your organization sends Office 2007 documents as attachments. Microsoft Excel. Both of these steps must be completed for Office 2003 and 2007 or server-side application conversion will fail. each Office 2003 or 2007 application that you have installed must be launched on the server and then closed so that any additional setup requirements at the user profile level can be completed. Refer to the following pages for information: “Configuring Word” (described on page 91). On the RightFax server. select the following options. Server-side application conversion through Word 2000–2007 converts these file types: Word for Windows (versions 2000–2007) RTF (rich text format) Password-protected Word files will not be converted with the exception of Outlook or Lotus Notes file attachments where the Outlook or Notes client has had the correct password provided in the Document Conversion options (described in the RightFax Microsoft Exchange Module Guide and RightFax Lotus Notes Module Guide. During the installation. your Office applications may require some configuration to ensure that server-side application conversion works properly. insert the Office installation CD and run 5. Chapter 6 Configuring Server-Side Application Conversion 91 .3. you must disable the Exchange Events service. and Help Select all Select the Microsoft PowerPoint program files. When the installation is complete. If you have installed Microsoft Office 2003 or 2007. text converters. presentation translators. Table 6a Installing Office Installation option Destination folder Installation type Components to install Select this Default destination Custom installation Excel Word PowerPoint Office Tools Converters and Filters activate the software either through the Internet or by calling Microsoft. Microsoft recommends that you re-install the latest service pack Office Tools Converters and Filters Text Converters Graphics Filters Microsoft Excel Microsoft TrueType fonts Select all of the options except converters for use with Lotus Notes Select all Select the Microsoft Excel program files. “Configuring Excel” (described on page 92). you must Setup.) Spreadsheet Converters Select all Microsoft Word Text Converters Microsoft PowerPoint Select the Microsoft Word program files. After this final step is complete. restart Windows.exe. 6. Configuring Word Running the Exchange Events service on the RightFax server will cause server-side application conversion through Word to fail. If you must run Exchange Server on the same computer as your RightFax server. spreadsheet converters. “Configuring PowerPoint” (described on page 92). In addition. and Help 4. and Help for your Windows software after installing any Office applications. see the online help available on the Internet Explorer tab. Server-side application conversion through Excel 2000–2007 converts these file types: Excel for Windows (versions 2000–2007) Password-protected Excel files will not be converted with the exception of Microsoft Outlook or Lotus Notes file attachments where the Outlook or Notes client has had the correct password provided in the Document Conversion options (described in the RightFax Microsoft Exchange Guide and RightFax Lotus Notes Module Guide.4 Administrator’s Guide 92 Using DOC Coversheets with Word 2007 Follow the steps below if your organization uses .) Logging The Logging tab provides RightFax administrators with control over the types of messages logged by the Conversion Engine.doc file. Configuring Internet Explorer The conversion engine can invoke Internet Explorer 6 or above to assist in the conversion of HTML documents.DOC coversheets. For more information about debug mode. 1. 3. using the Print tab in the PowerPoint Options dialog box. Note The Captaris Conversion Engine configuration applet cannot not be opened from a remote computer. It is not cached. open the Windows Control Panel and double-click the Captaris Conversion applet. . see “Troubleshooting the Conversion Engine” on page 95. Open the FCS. By default. except when the service is running in debug mode. 5. Service Account The Service Account button is used to select a Windows account to run the Conversion Engine. The Captaris Conversion Engine Configuration opens.DOC coversheets and has installed Word 2007 on the RightFax server. Configuring Excel Server-side application conversion renders whatever print area is defined in the Excel Workbook. \RightFax\FCS\Doc folder. all output is written to the Windows Event Logs. must be the same.RightFax 9. Each of these messages can be customized using categories and logging levels. in which case all messages are shown in real-time via the diagnostics window. Important The service account password is only retained until the control panel closes. 4. Open Windows Explorer and browse to the Configuring the Captaris Conversion Engine To configure the Captaris Conversion Engine. Log on to the RightFax server with an Administrator account. Configuring PowerPoint Server-side application conversion through PowerPoint 2000–2007 converts these file types: PowerPoint for Windows (versions 2000–2007) Print options for creating the fax images are set by the user in each PowerPoint presentation. For information on Internet Explorer conversion options. 2. 6.doc. Repeat these steps for all . Save and close FCS. This account and the RightFax WorkServer module service account. Click the Close button at the Show Repairs window. in milliseconds (i. and Action specifies how the document type should be handled. During the installation. restart Windows. Edit the Windows Registry on the RightFax server. Visio server-side application conversion fails. To configure automatic timeout on a failed conversion If. Chapter 6 Configuring Server-Side Application Conversion 93 .e. 4. Installation option Select this Setup type Destination folder Select components Custom/Complete Default destination Program files and graphic filters When the installation is complete. The following table lists the actions you can specify. edit the Windows registry and add the REG_MULTI_SZ registry value “NativeDocControl” in HKEY_LOCAL_MACHINE\Software\RightFax\WorkServer \WorkSrv# (where # is the WorkServer number to modify. Server-side application conversion of Visio documents (files with a . set the data value to 600000 for 10 minutes). stop the conversion. you can configure RightFax to automatically timeout. 3. 2.) The setting for this value is one or more lines each controlling a specific document type in the format: DocType. and set the fax status to “conversion failed. stop all WorkServer services. Table 6b Installing Visio To have the WorkServers recover after being stopped by this new feature. follow these guidelines to install Visio for server-side application conversion. Follow the steps below to implement server-side application conversion for Visio documents. for any reason.VSD extension) is performed by the RightFax WorkServers. Controlling Visio Server-Side Application Conversion To control how and when Visio server-side application conversion is used for specific document types.” 1. Restart the services.Action Where DocType is the Visio document (VSD) to control..Server-Side Application Conversion Configuring Server-Side Application Conversion for Microsoft Visio RightFax supports Visio versions 2000-2007. For each WorkServer number (\Worksrv#) add a REG_DWORD value called KillServiceTimeout to HKEY_LOCAL_MACHINE\Software\RightFax\Workserver \Worksrv# and set the data value to the length of time you want server-side application conversion to attempt conversion before timing out. Installing Visio On each of your RightFax servers and remote WorkServers computers. select the following options. On the RightFax server. open the Windows Control Panel and select Administrative Tools > Services > RightFax WorkServer and go to the Recovery tab to select the service's response to the shutdown. If this fails. 2 3 2 4 5 3 4 5 Example NativeDocControl value setting: VSD. Table 6d NativeDocControl Actions Value 1 Action Attempt to convert the document using the native application on the server.2 . attempt conversion with the native application. Where DocType is the document format to control (PDF). then attempt to convert the document using the built-in RightFax conversion engine. and Action specifies how the document type should be handled. Attempt to convert the document using the built-in RightFax conversion engine. abort the fax.) The setting for this value is one or more lines each controlling a specific document type in the format: DocType. or because the application returns an error. abort the fax. Only attempt to convert the document using the native application on the server. edit the Windows registry and add the REG_MULTI_SZ registry value “NativeDocControl” in HKEY_LOCAL_MACHINE\Software\RightFax\WorkServer \WorkSrv# (where # is the WorkServer number to modify.4 Administrator’s Guide 94 Table 6c NativeDocControl Actions Value 1 Action Attempt to convert the document using the native application on the server. If this fails for any reason. If this fails because the application is not installed. Attempt to convert the document using the built-in RightFax conversion engine. Do not attempt to convert this type document. If this fails for any reason. The following table lists the actions you can specify. Attempt to convert the document using the built-in RightFax conversion engine. then attempt to convert the document using the built-in RightFax conversion engine. Conversion will fail. Attempt to convert the document using the built-in RightFax conversion engine. If this fails. If this fails for any reason. If this fails because the application is not installed. or because the application returns an error. because the application cannot be started. Conversion will fail. Only attempt to convert the document using the native application on the server.Action Example NativeDocControl value setting: PDF. because the application cannot be started. abort the fax. attempt conversion with the native application. Do not attempt to convert this type document. If this fails for any reason.RightFax 9.2 Controlling PDF Server-Side Application Conversion To control how and when PDF server-side application conversion is used for specific document types. abort the fax. paused and resumed.exe) to manual startup will prevent this problem. it is possible to restart the service by clicking OK in the Conversion Engine configuration. 4. and save the output to an RTF or TXT file. click your fax server name. logging. Setting the service that runs the Conversion Engine (RfIsoConv. 2. Open Enterprise Fax Manager. From this window it is possible to customize the trace (logging) level. making it easier to isolate problems.Word-wrap for Text Attachments Text attachments that contain long lines of text can potentially be truncated. REG_DWORD value called WordWrapTextLength to HKEY_LOCAL_MACHINE\Software\RightFax\Workserver \Worksrv# and set the data value to the desired character length (e. right-click the service and select Debug. When the service has stopped. Debug mode provides RightFax administrators with robust real-time monitoring. Troubleshooting the Conversion Engine Like all RightFax services. Chapter 6 Configuring Server-Side Application Conversion 95 .. 2. The diagnostics window also allows the service to be started. Right-click the Captaris Conversion Engine and choose Stop. Configure all RightFax WorkServers to use the option ‘Use PCL Converter for Text Files’. For each WorkServer number (\Worksrv#) add a 3.g. The steps below outline how to configure RightFax to word-wrap text attachments. Also note that when running the Conversion Engine in debug mode. Edit the Windows Registry on the RightFax server. however. Changes made to the Conversion Engine while running in debug mode are not reflected in the diagnostics window until re-launched. 150 will word-wrap anything over 150 characters). To run the Conversion Engine in debug mode 1. and browse to the services view in the lower-right corner. The Diagnostics window opens. 5. Open the RightFax WorkServer Module. the Conversion Engine can be run in 'debug' mode. stopped. group by processes. this is only recommended when performing complex debug associated troubleshooting. Click OK to restart the WorkServer Modules. Errors and warnings are also displayed in different colors. 1. and troubleshooting via a separate diagnostics window. 3. 4 Administrator’s Guide 96 .RightFax 9. groups. and permissions. Robust real-time logging and diagnostics. User synchronization is not bi-directional. 97 . Meaning only the RightFax database is updated. LDAP support.Chapter 7 Enabling and Using the Captaris Sync Module RightFax maintains a database of users. Description of the Captaris Sync Module The Captaris Sync Module is an XML/XSLT based tool that allows RightFax administrators to create and synchronize users from Active Directory (domains. Features Synchronization data is not stored in Active Directory. The synchronization source is not modified. Synchronization is managed as a standalone service. Nested groups are not automatically included when synchronizing from parent groups. preferences. With the Captaris Sync Module. and organizational units) and LDAP compliant data sources. logon information. Support for multiple domain environments. it is possible to import and synchronize this information in real-time or at definable intervals from Microsoft Active Directory or from any LDAP (Lightweight Directory Access Protocol) compliant data source. This database defines each user’s RightFax-specific contact information. Figure 7. The Captaris Sync Module Configuration opens. To use this function the service account must be a member of the Domain Admins group. Note The Captaris Sync Module cannot not be configured from a remote computer.1 Captaris Sync Module Configuration Dialog Box Directory. For example. It is not cached. To Define a Source and Destination 1. . the Captaris Sync Module will extract the last four digits of the Active Directory fax number and insert them into the Routing Code field. corresponding RightFax users will also be deleted. 2. must be the same. The Sync Sources and Destinations window opens. Click Sources & Destinations. select your source (Active Service Account The Service Account button is used to select a Windows account to run the Captaris Sync module. There is no limit to the number of sources and destinations you can define. This account and the RightFax WorkServer module service account.4 Administrator’s Guide 98 Configuring the Captaris Sync Module for Active Directory Synchronization Open the Windows Control Panel and double-click Captaris Sync Module. After configuring at least one source and one destination. If synchronizing with Active Directory. The source and destination should now be displayed in the Sync Sources and Destination window. Each source and destination are represented by their own tab. Controlling how this and other data will be transformed is done using the transform file and the RightFax user template (described below). Using the drop-down arrow. A mapping associates Active Directory attributes with RightFax attributes. Sources and Destinations are terms used to describe the Active Directory you are synchronizing from (source) and the RightFax server you are synchronizing to (destination).RightFax 9. If you configure the Captaris Sync Module to detect users deleted Active Directory) followed by your destination (RightFax). the fax number specified for an Active Directory user is mapped to a RightFax user’s Routing Code. During synchronization. this account must be a member of the Active Directory Domain Users group. Important The service account password is only retained until the control panel closes. you can define a mapping between them. When finished.3. OU’s validated by the Sync Module will show a grey underline. Using the drop-down arrows.2 The Sync Sources and Destinations Dialog Box 3. When finished. 5. Select a synchronization schedule. If necessary. You may also choose to exclude users that are in certain groups. 2. 4. Under the General tab. can be edited to create a custom synchronization template. The Sync Mapping window OK. Figure 7. synchronization will not occur. click OK. click New. Each of these is explained below. Filters Filters are a set of parameters used by the Captaris Sync Module to determine which users are synchronized from Active Directory into RightFax. In the Define Filter window. to each OU. Output. If necessary. browse to your Domain and click Creating Mappings Mappings define how and when sources and destinations are synchronized. Source Settings The Source tab (AD. a single Active Directory source to be synchronized into two different RightFax servers. Chapter 7 Enabling and Using the Captaris Sync Module 99 . You can define as many mappings as you need and previously defined sources and destinations can be used in more than one mapping. To Create a New Filter 1. click OK.Domain) contains settings associated with the Active Directory source. This tab also contains three sub-tabs (Filters. for example. and Special). browse to the \RightFax\Shared Files\Sync\Config folder and select the Transform File relevant to your environment. Select New. 2. The Transform File is responsible for transforming data generated by the source into an XML file translated by the destination. The Define Filter window opens. browse and select OU’s by checking the box next Destination. For each set of users you must choose a domain and at least one Organizational Unit (OU) or group. Those that cannot be validated will show a red underline. opens. add an include group and an exclude group. In the Sync Mapping window. This allows. If you do not assign a filter. 4. This file together with the RightFax User Template. or two different sources to be synchronized to a single RightFax server. To Create a New Mapping 1. choose your Source and 3. 3 The Output Tab To edit Property collections. Figure 7. You can. click OK. Use with extreme caution. For New/Modified Users. By default. Two predefined property collections are available . without documents or phonebook entries). highlight a collection and click Edit Collections. The two property collections that are shipped with RightFax cannot be modified. This allows for finer control of which groups and OU's are and are not included. you must change the Windows browser to point to the child domain you are attempting to browse to. you can select any number of Active Directory text-based properties. When finished. select the Copy button to create an editable copy of either. the user is only deleted if it is empty (i. however. Use the Locations button to browse to and select the correct domain. the Windows browser will select the parent domain for directory searches. Warning Combining the option to “Treat users that were previously synced but are no longer included in the sync as if they had been deleted” with “Always delete user” can result in a large-scale deletion of users and their faxes.Default Windows Properties and Default Exchange Properties. or deleted Active Directory user found during a synchronization event. nested groups and OU's are NOT automatically included. These contain typical properties for use with Windows and Exchange users. The Deleted Users section allows you to control how RightFax will treat users deleted from Active Directory. . modified. New collections are defined by assigning a name and then choosing one or more properties that will belong to the collection. This data is transformed into a format suitable for the destination (RightFax).4 Administrator’s Guide 100 5. to always delete users or to never delete users. respectively.e.. By default. Output Use the Output tab to specify the output data for each new. Also note that when browsing for a group that resides in a child domain.RightFax 9. Other options are. Important When synchronizing with Active Directory. RightFax Account Use the RightFax Account button to select a RightFax account with Administrative Access. or with different RightFax permissions and so on.e. use NT authentication.5 The User Tab Configuration Dialog Box Destination Settings The Destination tab (RF. This account is used by Sync Module to create and delete users on the RightFax server. New users will inherit all settings associated with the specified user. Logging The Logging tab provides RightFax administrators with control over the types of messages logged by the Sync Module. each with a different model user. Figure 7. To avoid this. all output is written to the Windows Users Enter a RightFax user account to use as a template or model for creation of new (i. Each of these messages can be customized using categories and logging levels. This allows for all manner of customization. This tab also contains two sub-tabs (Servers and Users). Server The Server Name field is where the RightFax server name (destination) is entered. Use the Ctrl key to select multiple properties. You can set Chapter 7 Enabling and Using the Captaris Sync Module 101 . Figure 7. By default. such as having different users synchronized into different RightFax groups.. Captaris recommends using an account dedicated solely to the Sync module.Properties are selected using the Property Picker dialog box.4 The Property Collection Dialog Box up multiple RightFax/Destination profiles.RightFax Server) contains settings associated with the RightFax server destination. Important The RightFax account password is saved as an encrypted registry item on the RightFax server. Troubleshooting The Captaris Sync Module provides administrators with convenient and customizable real-time logging and troubleshooting tools. synchronized) users. the sync Module can be run in 'debug' mode.RightFax 9. Right-click the Captaris Sync Module and choose Stop. it is possible to restart the service by clicking OK in the Sync Module configuration. right-click the service and select Debug. this is only recommended when performing complex debug associated troubleshooting. however. Debug mode provides RightFax administrators with robust real-time monitoring. The diagnostics window also allows the service to be started. making it easier to isolate problems. and browse to the services view in the lower-right corner. 2. Setting the service that runs the Sync Module (CapaSync.6 The Logging Tab Configuration Dialog Box To run the Sync Module in debug mode 1.4 Administrator’s Guide 102 Event Logs. Also note that when running the Sync Module in debug mode. Errors and warnings are also displayed in different colors. click your fax server name. logging. From this window it is possible to customize the trace (logging) level. . When the service has stopped. 3. group by processes.7 The Debug option. except when the service is running in diagnostics (debug) mode. Figure 7. Figure 7. paused and resumed. and troubleshooting via a separate diagnostics window. The Diagnostics window opens. in which case all messages are shown in real-time via the diagnostics window. available when right-clicking the Captaris Sync Module from Enterprise Fax Manager Diagnostics Like all RightFax services. stopped. Open Enterprise Fax Manager.exe) to manual startup will prevent this problem. Changes made to the Sync Module while running in debug mode are not reflected in the diagnostics window until re-launched. and save the output to an RTF or TXT file. This account and the RightFax WorkServer module service account. Important the service account password is only retained until the control panel closes.8 Users created via the Captaris Sync Module as displayed in Enterprise Fax Manager Open the Windows Control Panel and double-click the Captaris Sync Module applet. LDAP servers may contain directory-like contact information such as a contact name. The Captaris Sync Module Configuration opens. email addresses. Users who do not display this marker have not been updated or created via the Sync Module.9 Captaris Sync Module Configuration Dialog Box Configuring the Captaris Sync Module for LDAP Synchronization Lightweight Directory Access Protocol or LDAP is a standardized Internet protocol used by email and other programs to look up server-based information. and fax numbers. Service Account The Service Account button is used to select a Windows account to run the Captaris Sync module. and synchronize data of this type from any LDAP compliant data source into your organizations RightFax servers. Sources and Destinations are terms used to describe the LDAP server you are synchronizing from (source) and the RightFax server you are synchronizing to (destination). Figure 7. There is no limit to the Chapter 7 Enabling and Using the Captaris Sync Module 103 . These instructions assume you have a pre-configured LDAP server available to accept LDAP connections and possesses a functional LDAP data source. The Captaris Sync Module can extract.Verifying User Synchronization Users created via the Sync Module are denoted in Enterprise Fax Manager by a green dot next to their user icon. Each source and destination are represented by their own tab. Figure 7. must be the same. import. Note The Captaris Sync Module configuration applet cannot not be opened from a remote computer. It is not cached. 5. After configuring at least one source and one destination. the Lotus Notes ‘facsimile phone number’ field is not available by default and therefore must be made publicly available by a Domino administrator. see the RightFax Lotus Notes Module Guide. 3. . To Define a Source and Destination 1. the Captaris Sync Module will extract the last four digits of the Notes fax number and insert them into the Routing Code field. 3. For information about the RightFax integration with Lotus Notes. For example. can be edited to create a custom synchronization template that fits the needs of your environment. 2. Destinations windows opens. General The General tab allows you to create or choose an existing LDAP configuration. Source Settings The Source tab (LDAP. and Special). Select the synchronization schedule option that best suits your environment. a single Lotus LDAP source to be synchronized into two different RightFax servers. When finished. click OK. the fax number specified for a Lotus Notes user is mapped to a RightFax user’s Routing Code. you must set corresponding parameters. The Transform File is responsible for transforming data generated by the source into an XML file translated by the destination. you can define a mapping between them. click New. and Default Notes LDAP to RightFax). choose your Source and Destination. This tab also contains three sub-tabs (Filters.4 Administrator’s Guide 104 number of sources and destinations you can define. The Sync Mapping window opens. 2. You can define as many mappings as you need and previously defined sources and destinations can be used in more than one mapping. select your source (LDAP) followed by your destination (RightFax). Each of these is explained below. Using the drop-down arrows. browse to the '\RightFax\Shared Files\Sync\Config folder and select the Transform File relevant to your environment. for example. Under the General tab. Once you have created or selected an LDAP configuration. Important In the above example. Use the Default Notes LDAP with Gateway to RightFax transform file if you have the RightFax Lotus Notes email gateway and wish to route inbound faxes to a Lotus client. or two different sources to be synchronized to a single RightFax server.RightFax 9. click OK. Creating Mappings Mappings define how and when sources and destinations are synchronized. Click Sources & Destinations. Output. 4. Using the drop-down menu.name) contains settings associated with the LDAP source. During synchronization. Note There are two LDAP transform files included with the Sync Module (Default Notes LDAP with Gateway to RightFax. The source and destination should now be displayed in the Sync Sources and Destination window. The Sync Sources and To Create a New Mapping 1. Controlling how this and other data will be transformed is done using the transform file and the RightFax user template (described below). A mapping associates LDAP attributes with RightFax attributes. When finished. This file together with the RightFax User Template. This allows. In the Sync Mapping window. browse and select OU’s by checking the box next Default Configuration window opens. Select one of the bundled configuration options (Default Notes LDAP with Gateway to RightFax or Default Notes LDAP to RightFax) and click OK. If correct. Under the General tab. modified. If you do not assign a filter. Those that cannot be validated will show a red underline. In the LDAP Configuration window. click the pick-list button. and OU’s). 4. synchronization will not occur. Figure 7. The LDAP To Create a New Filter 1. 2. or deleted LDAP user found during a synchronization event. click OK. 4. 3. This feature can only be used in LDAP environments that support object tracking. Click the Schema tab. create search a filter to provide results associated only with deleted objects. If necessary. enter the authentication method employed by your LDAP server. The Define Filter window opens. Under the General tab. you will receive the message Validation Successful. You may also choose to exclude users that are in certain groups. 6. 2. add an include group and an exclude group. The Select OK. Select New. groups. and if necessary. In the Define Filter window. Here you may change the default and Output Use the Output tab to specify the output data for each new. Specify a deleted objects storage container. browse to your Domain and click Configuration window opens. enter a unique name for your LDAP to each OU.To Create a New LDAP Configuration 1. name/organization) followed by a port number used by your LDAP server. Click the Connection tab. 5. enter a host and base DN (i. Filters Filters are a set of parameters used by the Captaris Sync Module to determine which users are synchronized to RightFax. click OK. If necessary. 3. 7. choose the New. 5. Chapter 7 Enabling and Using the Captaris Sync Module 105 . For each set of users you must choose a domain and at least one Organizational Unit (OU) or group. This data is transformed into a format suitable for the destination (RightFax). In the security section. configuration.e. When finished..10 The Output Tab Dialog Box standard LDAP values. OU’s validated by the Sync Module will show a grey underline. Use Deleted Objects tab to configure deleted object tracking (users. When finished. Click Validate to confirm your information. In the Server section. The two property collections shipped with RightFax cannot be modified..RightFax 9. To avoid this. Other options are. however. RightFax Account Use the RightFax Account button to select a RightFax account with Administrative Access. The Deleted Users section allows you to control how RightFax will treat users deleted from your LDAP server. Two predefined property collections are available .Default LDAP Properties and Default Notes LDAP Properties. . Captaris recommends using an account dedicated solely to the Sync module. Properties are selected using the Property Picker dialog box.e. The Default Notes LDAP Properties contains typical properties for use with LDAP. Use with extreme caution. the user is only deleted if it is empty (i. without documents or phonebook entries). to always delete users or to never delete users. By default. you can select any number of LDAP.11 The Property Collection Dialog Box Property collections can be managed by highlighting a collection. Figure 7. Destination Settings The Destination tab (RF. select the Copy button to create an editable copy of either property collection. Server The Server Name field is where the RightFax server name (destination) is entered.RightFax Server) contains settings associated with the RightFax server destination. New collections are defined by assigning a name and then choosing one or more properties that will belong to the collection. Important The RightFax account password is saved as an encrypted registry item on the RightFax server. use NT authentication. You can. text-based properties.4 Administrator’s Guide 106 For New/Modified Users. Warning Combining the option to “Treat users that were previously synced but are no longer included in the sync as if they had been deleted” with “Always delete user” can result in a large-scale deletion of users and their faxes. Use the Ctrl key to select multiple properties. This tab also contains two sub-tabs (Servers and Users). This account is used by Sync Module to create and delete users on the RightFax server. followed by clicking the Edit Collections button. This allows for all manner of customization.Users Enter a RightFax user account to use as a template or model for creation of new (i. and troubleshooting via a separate diagnostics window. Figure 7. Each of these messages can be customized using categories and logging levels. Debug mode provides RightFax administrators with robust real-time monitoring. By default. You can set up multiple RightFax/Destination profiles. making it easier to isolate problems. Errors and warnings are also displayed in different colors. stopped. the sync Module can be run in 'debug' mode. New users will inherit all settings associated with the specified user. such as having different users synchronized into different RightFax groups.12 The User Tab Configuration Dialog Box Event Logs. group by processes. logging.. each with a different model user. The diagnostics window also allows the service to be started. Logging The Logging tab provides RightFax administrators with control over the types of messages logged by the Sync Module. and save the output to an RTF or TXT file. Troubleshooting The Captaris Sync Module provides administrators with convenient and customizable real-time logging and troubleshooting tools. synchronized) users. Figure 7. paused and resumed.e. From this window it is possible to customize the trace (logging) level. all output is written to the Windows Chapter 7 Enabling and Using the Captaris Sync Module 107 .13 The Logging Tab Configuration Dialog Box Diagnostics Like all RightFax services. in which case all messages are shown in real-time via the diagnostics window. except when the service is running in diagnostics (debug) mode. or with different RightFax permissions and so on. Users who do not display this marker have not been updated or created via the Sync Module. Also note that when running the Sync Module in debug mode. however. 3. When the service has stopped. and Verifying User Synchronization Users created via the Sync Module are denoted in Enterprise Fax Manager by a green dot next to their user icon. this is only recommended when performing complex debug associated troubleshooting. .15 Users created via the Captaris Sync Module as displayed in Enterprise Fax Manager browse to the services view in the lower-right corner.RightFax 9. Figure 7. Right-click the Captaris Sync Module and choose Stop. The Diagnostics window opens. Figure 7. click your fax server name.exe) to manual startup will prevent this problem. 2. Open Enterprise Fax Manager. it is possible to restart the service by clicking OK in the Sync Module configuration.14 The Debug option. right-click the service and select Debug. available when right-clicking the Captaris Sync Module from Enterprise Fax Manager Changes made to the Sync Module while running in debug mode are not reflected in the diagnostics window until re-launched.4 Administrator’s Guide 108 To run the Sync Module in debug mode 1. Setting the service that runs the Sync Module (CapaSync. When you start Enterprise Fax Manager for the first time. on the File menu. printers. Enterprise Fax Manager (EFM) is a client application that can be run on any Windows XP Professional or Windows Vista computer. With Enterprise Fax Manager. such as individual users or library documents. groups. Items listed on the right. for all RightFax servers from one application. Starting Enterprise Fax Manager After it has been installed.” the Login dialog box opens. are referred to as “objects. The right pane displays details of the selected component. It is installed as an optional component during the client installation (described in the RightFax Installation Guide. and more.” Objects can be added. click Exit. it will attempt to log on under your network user ID. you can manage users.). or click Enterprise Fax Manager in the RightFax tray icon shortcut menu. Enter a user ID and password with RightFax administrative access. press F6 to switch the cursor between the left and right panes. signatures. all of your changes and additions are saved. printers. The Enterprise Fax Manager window When you start Enterprise Fax Manager. library documents. etc. When you quit the program. the Enterprise Fax Manager window opens. contains the open RightFax servers and their administrative components (users. deleted. forms. If you did not log on to the network as “Administrator. The left pane of the window.Chapter 8 Managing Fax Servers with Enterprise Fax Manager You can use the Enterprise Fax Manager application to administer multiple RightFax servers. If you don’t have a mouse. forms. you can start Enterprise Fax Manager from the Start > Programs menu. 109 . called the Fax Server Tree. billing codes.) Quitting Enterprise Fax Manager To quit Enterprise Fax Manager. and modified according your needs. Copy for InterConnect (no faxes or phonebooks) Copies all user information.1 The Open Server Dialog Box Setting Preferences Enterprise Fax Manager has several customizable preferences. You can copy one or more users from one RightFax server to another by dragging and dropping selected users to another server in the Fax Server Tree. on the Edit menu. The Open Server dialog box appears. To view your preferences. The rest of this section describes the options in this dialog box. Figure 8. open each time you run the program. You must select a copy option before the users will be copied. forms.2 User Copy Defaults In the Server Name box. click Preferences. To refresh all objects. The Preferences dialog box opens. enter the network protocol used by that server. The options on the User Copy Defaults tab set the behavior of Enterprise Fax Manager when copying RightFax users from one server to another. . click the server name and on the File menu. pointing back to the server that the user was copied from. This default setting can be changed in Preferences. press CTRL+O. In the Protocol box. After one or more RightFax servers have been opened in Enterprise Fax Manager. The User Copy Defaults tab Figure 8. Copy without Faxes or Phonebooks Copies all user information excluding faxes and phonebook entries. or in the File menu. excluding faxes and phonebook entries. type the name of the RightFax server to open. by default. Refreshing data in the window Users can create new library documents. press F5 or on the Edit menu. To close a RightFax server. click Refresh. click Close Server.4 Administrator’s Guide 110 Opening RightFax servers To display a fax server in the Fax Server Tree. click Open Server. the servers will. Always Prompt Display this list of options each time users are copied from one server to another. including objects added or modified since the last check. and signatures in their FaxUtil mailboxes while Enterprise Fax Manager is open. described later in this chapter. These new files will not appear in Enterprise Fax Manager until the view is refreshed.RightFax 9. and then sets the user’s Routing Type to InterConnect. even if the same faxes already exist on the destination server.3 Dialing Rule Copy Options You can copy one or more dialing rules from one RightFax server to another by dragging and dropping rules to another server in the list. even if the same faxes already exist on the destination server. All phonebook entries from the source user account will be added to the destination user account. “Receive into local” rules will be ignored during the copy. creating multiple copies of the same fax. Users on the destination server will receive all faxes in the source account. Duplicate users will receive all faxes in the source account. Copy ‘Receive into Local’ rules Includes all dialing rules with the “Receive into local server” action when copying. Replace all rules on destination Copies all dialing rules from the source server to the destination server. even if the same faxes already exist on the destination server. No other user information will be changed. The options on the Dialing Rule Copy Options tab set the behavior of Enterprise Fax Manager when copying RightFax dialing rules from one server to another. even if the same faxes already exist on the destination server. “Send locally” rules will be ignored during the copy. Append Faxes Only Copies only information for duplicate user accounts. Copy ‘Send Locally’ rules Includes all dialing rules with the “Send locally” action when copying. Copy with Faxes Only Copies all user information including faxes but not phonebook entries. All faxes from the source user account will be added to the destination user account. No other user information will be changed. Duplicate users will receive all faxes in the source account. No other user information will be changed. deleting any existing dialing rules.Copy with Faxes and Phonebooks Copies all user information including faxes and phonebook entries. Append Phonebooks Only Copies only information for duplicate user accounts. Chapter 8 Managing Fax Servers with Enterprise Fax Manager 111 . Append Faxes and Phonebooks Copies only information for duplicate user accounts. Copy with Phonebooks Only Copies all user information including phonebook entries but not faxes. The Dialing Rule Copy Options tab Figure 8. creating multiple copies of the same fax. If this check box is not selected. creating multiple copies of the same fax. Users on the destination server will receive all faxes in the source account. All faxes and phonebook entries from the source user account will be added to the destination user account. If this check box is not selected. creating multiple copies of the same fax. Confirm object deletions Displays a confirmation dialog box each time you delete an object. Viewing RightFax Server Information To view the status of all open RightFax servers. The options on the General Preferences tab set some general preferences for views and actions in Enterprise Fax Manager. Server name The Server Name column displays the name of each open RightFax server and network protocol. If this check box is not selected. Use black and white icons Select this option if your monitor is set to high contrast black and white. This changes the Enterprise Fax Manager server status icons to colors that are can be read in this color mode. Confirm object overwrites Displays a confirmation dialog box each time you overwrite an object. When this check box is selected. A green ‘+’ indicates that all services are running normally. If this check box is not selected. An icon to the left of the name indicates the status of the RightFax service. This option will not affect the column widths in any other Enterprise Fax Manager view. such as a user or library document. If this check box is not selected. you must reopen each RightFax server upon starting Enterprise Fax Manager.RightFax 9. but they will resize each time the screen image is refreshed.4 General Preferences Automatically adjust status display column width Adjusts the widths of the columns in the Server Status and Services pane (see “Monitoring the Status of RightFax Servers and Services” on page 114)to fit the column’s contents. This is convenient if you are deleting many objects but makes it more likely that you will accidentally delete an object that you want to keep. there will not be any confirmation prior to deleting objects. This section describes each column in the right pane.4 Administrator’s Guide 112 The General Preferences tab Figure 8. Enable database locked warning Displays a warning message when you attempt to access the database when it has been locked by certain database management tools. click Fax Servers at the top of the Fax Server Tree. such as by copying an object with the same name into the system. Automatically re-open servers upon startup Recalls which servers were open when the program was last quit and opens those servers again on startup. Enable service control warning Displays a warning message when you make any changes to the state of any of the RightFax services. A yellow ‘!’ indicates that one . you can still manually adjust the column widths in the Server Status and Services pane. Enable duplicate routing code warning Displays a warning message when a user is created that has a routing code that is the same as another existing user. A list of all open servers and the status of each server appears in the right pane of the window. there will not be any confirmation prior to overwriting objects. or more services are not running but that normal fax operations are available. The higher the number. Display is in the format DDDD:HH:MM:SS. Selected objects are highlighted. You can also click a column heading to alternately sort in ascending and descending order. To select an object. Sorting objects To sort the objects listed in Enterprise Fax Manager by column. The code page determines the language character sets that are supported for fax conversion. the more available the server for sending faxes. delete. To select multiple objects. For more information on the RightFax Event Queue. Time running The Time Running column displays the length of time that has elapsed since the RightFax Server service was last started. Enterprise Fax Manager recalls how objects are sorted when you quit and restart the program. drag the mouse pointer down the objects while holding the left mouse button. click the column heading and drag it left or right to its new position. RightFax sends the fax via the server with the highest availability index. If the desired objects are not all in a continuous group. Character set mode This column displays the OEM or ANSI code page being used by the server. Version The Version column displays the RightFax server software version. Selecting objects To edit. Chapter 8 Managing Fax Servers with Enterprise Fax Manager 113 . In such a case. The objects will sort in ascending order and an indicator will appear in the column heading. click it or use the UP ARROW and DOWN ARROW keys to move to the object and press the SPACEBAR to highlight it. RightFax uses this value when an outgoing fax number has two equally weighted dialing rules that send it to two different servers. you must first select it in the list of objects displayed. see “Understanding the Fax Server Internal Event Queue” on page 33. You must provide this number when you contact Captaris RightFax customer support. click each object while holding down CTRL. double-click the column heading. A red ‘–’ indicates that one or more services are not running and normal fax operations are not available. or otherwise work with an existing object. Working with Objects Serial number The Serial Number column displays the serial number that was entered when the RightFax server was installed. Sorting columns To move a column left or right. Queue usage The Queue Usage column displays the percentage of the fax server’s internal Event Queue that is currently in use. Fax board availability index The Fax Board Availability Index column displays a number that indicates the relative availability of the server’s fax boards. click it or press the SPACEBAR again. To un-select an object. Figure 8. Understanding the server statistics Statistics about the server are displayed in the upper-left corner in the right pane of the window. . Consider whether you will divide your organization into groups.4 Administrator’s Guide 114 Before adding objects Before you begin adding objects to the RightFax system.5 Server Status and Statistics RightFax server statistics Fax channel information Status of RightFax services Note If you are running remote DocTransports. and who will act as administrator or alternate administrator for the group. click the name of the server in the Fax Server Tree in the left pane. To view and manage the status and services of each RightFax server. whether you would like each group or department to have its own cover sheet. they can be displayed in Enterprise Fax Manager but will not include fax server data. Monitoring the Status of RightFax Servers and Services Enterprise Fax Manager displays statistics and fax channel information and manages services on each RightFax server. You should create new objects in RightFax only after you have carefully considered these issues. Determine a block of routing codes sufficient for the entire system and decide upon any custom notification types desired. Click Update Now to recompile and update the server statistics. it is important that you plan the structure and anticipate the needs of your network users.RightFax 9. its status (running or stopped). Fax Server Events Processed The total number of events processed by the fax server since the Server module was started. Chapter 8 Managing Fax Servers with Enterprise Fax Manager 115 . For more information on the RightFax Event Queue see “Understanding the Fax Server Internal Event Queue” on page 33. Operation The current operational status of each channel. All-Time Counter Starting Date The starting date from which the “All-Time” statistics (described earlier) are calculated. Click Stop all Services to stop all services. RightFax sends the fax via the server with the highest Availability Index. the length of time it has been running. you must have network administrative access to the server as well as RightFax administrative access. All-Time Send Attempts The total number of faxes sent from this server since the All-Time Counter Starting Date (described later). Tip All of the All-Time statistics will report an error message if you are running fax boards in simulation mode. RightFax uses this value when an outgoing fax number has two equally weighted dialing rules that send it to two different servers. User ID The destination user ID of this fax channel for incoming faxes. Starting and stopping services To start or stop a service. Available Disk Space for Fax Images The percentage of disk space on your RightFax server available for storing fax images. In such a case. and its startup method (manual or automatic). Click Stop Service to stop the selected service. Monitoring fax channel information Information about the fax channels on the server is displayed in the upper-right corner in the right pane of the window Channel Each fax channel that is available on this RightFax server. BoardServer Availability Index The relative availability of the fax boards on the server. Current Faxes Queued for Sending The current number of outgoing faxes waiting to be sent. To monitor services on remote servers. All-Time Pages Received The total number of fax pages received on this server since the All-Time Counter Starting Date (described later). Current Pages Queued for Sending The current number of outgoing fax pages waiting to be sent. Click Start Service to start the selected service. The higher the number. Routing Code The inbound routing code of this fax channel for incoming faxes. All-Time Pages Sent The total number of fax pages sent from this server since the All-Time Counter Starting Date (described later).Fax Server Event Queue Usage The percentage of the fax server’s internal Event Queue currently in use. the more available the server for sending faxes. All-Time Faxes Received The total number of faxes received on this server since the All-Time Counter Starting Date (described later). Click Start all Services to start all services in the appropriate sequence. Available Disk Space for Fax Database The percentage of disk space on your RightFax server available for storing fax database information. right-click the service to open a shortcut menu. Monitoring services The lower-right pane of the window lists each RightFax service. see Chapter 28.0 or later for best results. refer to the RightFax Integration Module Guide. “Using RightFax Email Gateways” or refer to the RightFax Gateway for Microsoft Exchange or RightFax Gateway for Lotus Notes Guide.domain. Running Enterprise Fax Manager Web Edition Enterprise Fax Manager Web Edition is a Web-based version of Enterprise Fax Manager that allows remote management of your RightFax servers from any Web browser. installed separately on an IIS server on your network. right-click the service to open a shortcut menu. see Chapter 24. click Synchronize External Systems. For example: http://server. and import files for billing codes on a periodic. Or.0. For information on configuring the AutoReply service. double-click the service.4 Administrator’s Guide 116 Configuring services To configure a service.com/webefm Synchronizing the RightFax Server with External Systems The RightFax WorkServer modules synchronize with external systems such as the Kofax NetScan user tables. on the IIS server. For information on installing Enterprise Fax Manager Web Edition. or WorkServer. and then click Configure Service. refer to the appropriate chapter in this guide. Open a Web browser and point the URL to the /webefm folder For information on configuring a RightFax Server. DocTransport. RightFax recommends using Internet Explorer version 6. library document catalogs. For information on configuring the RightFax Integration Module. You can force the server to synchronize immediately without changing the defined schedule.RightFax 9. For information on configuring the RightFax email gateway. On the Utility menu. To run Enterprise Fax Manager Web Edition Note Enterprise Fax Manager Web Edition was developed and tested for use with Microsoft Internet Explorer version 6. Although it will run in other browsers. Enterprise Fax Manager Web Edition is included with all RightFax servers but must be . refer to the RightFax Installation Guide. scheduled basis. 1. “Responding to Inbound Faxes with AutoReply”. However. the instructions will apply to both versions. Figure 8. in almost all cases.2. references to Enterprise Fax Manager will describe the Windows version of Enterprise Fax Manager and not the Web edition. Managing RightFax servers in Enterprise Fax Manager is similar to managing RightFax servers in Enterprise Fax Manager for Windows. Throughout this guide. Chapter 8 Managing Fax Servers with Enterprise Fax Manager 117 . Enter the name of the RightFax server to open and a RightFax user ID and password that has administrative access to the RightFax server. Click Logon RightFax Server. The browser will prompt you for information to open a RightFax server. The RightFax server you specified opens in the frame in the left access.6 Opening a RightFax Server in Enterprise Fax Manager Web Edition side of the page. Unless your IIS server is configured to allow anonymous 4. Figure 8. Selecting a language Enterprise Fax Manager Web Edition is available in several different languages.7 Server Options in Enterprise Fax Manager Web Edition 3. Enter your logon information and click OK. a dialog box will appear that prompts you to log on to the IIS server. RightFax 9.4 Administrator’s Guide 118 To change the language. . select the language you want in the Language menu in the upper-right corner of the page. To add. Figure 9. The list of users appears in the right pane of the window. edit. or delete RightFax user profiles.Chapter 9 Creating RightFax Users Each fax user must be assigned a user ID on their local RightFax server.1 The RightFax Users List Managing RightFax Users Every RightFax user in your organization has a unique user ID and profile on a RightFax server. run Enterprise Fax Manager (see “Starting Enterprise Fax 119 . You can customize each user’s access to and usage of the system in the user profile. Manager” on page 109) and click Users under the RightFax server in the Fax Server Tree. The RightFax server uses the user ID to assign ownership to sent faxes and route received faxes to their intended recipients. except for the User ID. The User Edit dialog box opens. Understanding the default RightFax user The “Default” user ID is included in the list of users on each RightFax server. When you are configuring your RightFax users. Never delete the Default user. . For information on completing each of the options in each tab see “Editing user properties” on page 121. The Default user ID is used as a template for creating new users. the user does not have administrative access. The new user will have the same attributes as the Default user ID. the Active Directory synchronization profile settings will override settings in the Default user ID. Because each RightFax user must have a unique user ID. click New.4 Administrator’s Guide 120 Each user ID is preceded by an icon.RightFax 9. Figure 9. If the icon is yellow. “Enabling and Using the Captaris Sync Module”). To configure the user profile. User Name. and Distinguished Name boxes. and editing changes should be made in that application only. the user has administrative access. you must enter a value in the User ID box to create the new user. Adding a user To add a new RightFax user. see “Creating a User Profile” on page 121. edit the Default user to have the same attributes as the majority of your fax users. Note If you are using Active Directory synchronization to create new users (described in Chapter 7. All other boxes are optional.2 The User Edit dialog box If the icon is red. A dot indicates that the user is synchronized with another application. press INSERT or in the Edit menu. Password. This section describes all the options in this dialog box. click Edit. click Delete. To make global editing changes to selected groups of users. By default. Chapter 9 Creating RightFax Users 121 . and then drag the selection to another server. User ID The unique identifier used throughout the RightFax system to identify a user. The ID can be 21 characters long. Use Integrated Windows NT Security Each RightFax user ID can be linked to a Windows user account to take advantage of your network’s established Windows NT based security system (see “Using Windows NT Security Authentication” on page 132). you will be prompted for confirmation that you want to delete the user. The amount of information copied is configured in the Enterprise Fax Manager Preferences dialog box (see “Setting Preferences” on page 110).exe editing utility available as part of the RightFax administrative utilities (downloadable separately from the Captaris Web site).3 The User Edit Identification Tab Editing user properties To edit the properties of an existing user. Copying a user from one server to another Using Enterprise Fax Manager you can copy one or more users from one RightFax server to another. you must use the Moduser. You can also double-click the user. you will lose configuration data that is not supported by the older server (for example.7 servers will not be available on version 8. features on version 8. this ID should be the same as the user’s network login name. and press ENTER or in the Edit menu. Creating a User Profile The user’s profile is defined in the User Edit dialog box. select the user to edit. Select the users you want to copy. If you copy users from a new RightFax server version to an earlier server version. run Enterprise Fax Manager. The Identification tab Figure 9. The User Edit dialog box opens. In most cases. select the user to delete and press DELETE or in the Edit menu.Deleting a user To delete a user.5 servers). The Permissions tab Figure 9. If you will be adding user names with diacritical or other characters refer to the RightFax Installation Guide for information about character sets and code pages on your RightFax server. select the Use Integrated Windows NT Security check box to allow the user account to be accessed only via Windows NT authentication. Group ID The name of the RightFax group to which the user belongs. see “Adding new groups” on page 136. This is required if the user will be sending documents to email addresses in addition to fax addresses via the RightFax client applications. This is the number to which SMS notifications about the user’s sent and received faxes will be sent.4 Administrator’s Guide 122 Click Select NT Account to enter a domain and account name to link to the user. you can enter a password. so the RightFax Password field will be disabled. RightFax will authenticate the user based solely on his Windows network account name and password. To change a user’s password. You can also select from a list of all user accounts in each domain. All users must belong to a group. If you click Change Password and do not enter a new password. click Change Password and enter a new password. SMS/Mobile Address Enter the user’s SMS-capable cell phone number. If you want this fax user to link to a Windows NT based user account.4 The User Edit Permissions Tab . This box is also used to assign TeleConnect mailbox numbers to RightFax accounts (requires the TeleConnect module. purchased separately). Compute Disk Usage Click to calculate the space on the server that is taken by this user’s faxes. that user cannot manually enter the user ID and password for anyone with this check box selected when accessing client applications. Password The password required by each user to access his personal FaxUtil mailbox and to gain access to the fax server settings in Enterprise Fax Manager. With this option. the password will be erased and the user will not be required to enter a password when accessing RightFax client applications Distinguished Name The Microsoft Exchange distinguished name. For information on creating new groups. If a user’s current Windows NT account is not linked to any RightFax user IDs. Voice Mail Subscriber ID Specify the mailbox number to use when routing faxes to a telephony server. User Name This is a descriptive name to help the administrator identify users. Email address Enter the user’s email address.RightFax 9. If you are creating a new user. used to confirm accurate RightFax and Exchange user synchronization. Can Edit/Add Forms Lets the user use the Store as Form feature of FaxUtil to add new overlay forms to the RightFax system. This requires the user to know at least one valid billing code. Can Run Reports Lets the user create reports using the RightFax Fax Reporter utility available at http://www. Assign Default Billing Codes to Received Faxes Assigns the user’s default billing code settings (see “Default Billing Codes” on page 127) to all received faxes. Chapter 9 Creating RightFax Users 123 . either manually or automatically. Can Change Cover Sheets Lets the user change cover sheets. This is most useful if you have set RightFax to require billing codes on received faxes (see “Requiring billing codes on received faxes” on page 159). any billing codes specified in phonebook entries are ignored as are any <BILLINFO> embedded codes. This attribute will not exclude the user from having to supply other required fields in order to send faxes. Bypass Billing Code Verification Allows the user to send faxes without supplying correct billing codes. Without this permission. If disabled.captaris/support/downloads/rightfax/index. This attribute does not affect OCR routing and does not have to be enabled if OCR routing is being used. the user is restricted to “normal” and “low” priorities. You must have licensed the RightFax OCR Conversion module for any OCR functions to be available. This attribute is only effective if billing code verification is required system-wide. the user will be restricted to using the cover sheet specified in the Default Outbound Settings tab (page 126). a user cannot open Enterprise Fax Manager or switch to another user’s mailbox without the correct password. Only an administrator that has this permission enabled can grant this permission to other users. Disallow Editing of Billing Codes Prevents the user from changing the default billing code settings for outgoing faxes. The restriction applies to the user and not the mailbox. All administrators can run Enterprise Fax Manager and can switch to the mailboxes of users belonging to their administered groups. Can OCR Faxes Allows the user to OCR faxes.html. Can Edit/Add Library Docs Lets the user use the Store in Library feature of FaxUtil to add new library documents to the RightFax system.Administrative Access Gives users access to the administrative functions of RightFax. Can Send SMS Messages Lets the user send documents to SMS addresses from within the RightFax client applications. This setting can be useful for persons doing manual fax routing. In addition. Administrators with this permission can not view any faxes other than their own without also having the Administrator Can Bypass Privacy Restrictions option also selected. Archive Sent Faxes Archives outbound faxes according to the Archive options defined in the WorkServer configuration program (see “Archive settings” on page 38). he still cannot delete faxes. If this check box is not selected. as defined in FaxUtil. Disallow Billing Code Lookup Prevents the user from viewing the list of valid billing codes. Note You must check both Disallow Billing Code Lookup and Disallow Editing of Billing Codes to ensure that users will not be able to modify their default billing code settings. Can Use High Priority Lets the user send faxes using “high” priority. Disallow Fax Deleting Prevents the user from deleting faxes. so if the user switches mailboxes. Administrator Can Bypass Privacy Restrictions Gives users that have the Administrative Access option selected the additional ability to view faxes in other users’ mailboxes. Disallow Fax Annotations Prevents the user from adding notes to faxes. any routing information included is compared to each user’s Routing Code. fax server used. Enter the DTMF extension. and transmission duration. This does not restrict the user from changing his password. Must Have Faxes Approved Requires every fax sent by the user to be approved by a full. If you do use the same routing code more than once. Must Have Password Requires the user to have a password. date and time received. manipulate and delete documents in this user’s mailbox. inbound routing code used. “Routing Inbound Faxes”. see Chapter 23. For more information on routing faxes.5 The User Edit Inbound Routing Tab Routing Code (DID/DNIS Number) The routing code is a unique number that RightFax uses to route received faxes to the correct user.RightFax 9. CSID of sender. The restriction applies to the mailbox regardless of the permissions of the user viewing the mailbox. Unprotected Mailbox Allows all other RightFax users to view. This is useful when manual routing is employed. group.4 Administrator’s Guide 124 EDC Process Received Faxes This setting is used with RightFax connectors that are purchased separately. If a match is made. This does not affect the security of phonebook entries belonging to the user. only one of the persons to whom it is assigned will receive incoming faxes. Faxes must be routed out of the restricted mailbox before subsequent pages can be viewed or printed. Stamp Pages of Received Faxes with Audit Stamp Enabled printing of the RTI line and adds one line of text to the bottom of each received fax page listing total pages. Note You must ensure that no routing code is used more than once. When a fax is received by the server. The Inbound Routing tab Figure 9. . View First Page Only Restricts the user from viewing or printing anything but the first page of a received fax. DID phone number. the fax is routed to the user’s mailbox. Excluded from Group Fax Aging Excludes the user from the automatic fax aging (image deletion) attributes of the group to which he belongs. or channel number you have assigned to this user. EDC Process Sent Faxes This setting is used with RightFax connectors that are purchased separately. or alternate group administrator. Most email systems have the ability to read TIFF-G3 files. TIFF-G4 is a more compressed file format. Table 9a File Formats for Routed Faxes Routing Info Specify how to route the fax to the correct destination for the Routing Type specified. For information on the required Routing Info for each Routing Type see Chapter 23. because PCX is a large format and users have to sift through multiple attachments when viewing multiple page faxes. Chapter 9 Creating RightFax Users 125 . File Format Choose the file format in which faxes will be delivered when routed.Routing Type Specify where incoming faxes will be routed after they arrive in the user’s fax mailbox. Received Fax Routing Form Specify the Outlook form you want to route incoming faxes to. Delete After Routing Deletes received faxes from the user’s FaxUtil mailbox after the fax has been successfully routed to the application specified in the Routing Type list. GIF PCX PDF TIFF-G3/ TIFF-G4 PDF is portable document format. If you route faxes to an email mailbox. GIF is graphics interchange format. PCX produces a single page per file with an average fax page size of 135 Kb. It solves the multiple attachment problem of PCX files but maintains the large file size (average of 135 Kb per page). This list is only available if you have selected “Exchange Mailbox” as your Routing Type. For more information on each of the routing types. This format is available for routing in Microsoft Exchange. If this check box is selected. “Routing Inbound Faxes”. and you can associate the RightFax Fax Viewer with TIFF-G3 files to view these faxes in any application. “Routing Inbound Faxes”. you must enter the email address here. notification of received faxes (page 132) will not work. This format is not recommended for Windows client applications. It is useful for routing received faxes to DOS and Macintosh users because DOS and Macintosh have built-in capabilities to view PCX-formatted fax pages. Format DCX Description DCX combines multiple PCX pages into a single file. Click “Default” to use the form set in the Email Gateway configuration program (described in the RightFax Gateway for Microsoft Exchange Guide). see Chapter 23. TIFF-G3 is a structured file type that is best for monochromatic images like fax pages (average of 35 Kb per page). Cover Sheet Resolution Specify the resolution of the user’s cover sheets. Select Default to use the fax cover sheet specified for the user’s group. . sent faxes will not be automatically deleted. automatically deleting sent faxes prevents the user from reviewing or forwarding sent faxes. This option can also be set by fax users on a per-fax basis from the Fax Information dialog box (see “Using the Fax Information Dialog Box” on page 254).RightFax 9. By enabling Smart-Resume. Default Fax Resolution Specify the resolution of the users outbound faxes. the server will only resend the last 10 pages. The list displays the fax cover sheet files in the RightFax\FCS folder. For example. This setting affects the cover sheet only. Normal resolution (200×100 DPI) creates draft quality images and allows shorter transmission times. Fine resolution (200×200 DPI) is recommended for high quality printed documents and Optical Character Recognition (OCR). normally all 50 pages have to be resent.4 Administrator’s Guide 126 The Default Outbound Settings tab Figure 9. Sender Information Fields Specify the user’s name. Enabling automatic deletion does not affect the original document if it was created in another application. even if this option is enabled. or if they have enabled autoprinting of sent faxes in the RightFax FaxUtil client application. Although this option saves disk space. and phone number information as it will appear on fax cover sheets. Send Cover Sheets Allows the user to send cover sheets with faxes. but not the cover sheet. Normal resolution (200×100 DPI) creates draft quality cover sheets and allows shorter transmission times. This setting affects the body of a fax. Default Priority Sets the priority at which all the user’s faxes are responded to by the fax server unless specified otherwise in the Fax Information dialog box when the fax is created. Fine resolution (200×200 DPI) is recommended for high quality cover sheets and Optical Character Recognition (OCR). Use Smart-Resume Allows the fax server to intelligently resend only the portion of a fax which failed to send. if the connection is broken after 40 pages of a 50 page fax. If the user has the Archive Sent Faxes permission checked (page 123). Cover Sheet Model Specify the default fax cover sheet file to use.6 The User Edit Default Outbound Settings Tab Auto-Delete Setting Specify when to delete sent faxes from the user’s FaxUtil mailbox. fax number. “Adding SMS and Pager Services” Figure 9.7 The User Edit Other Tab customized in the User Messages tab of the RightFax Server configuration program in Windows Control Panel (described on page 27). you must configure a list of SMS and pager service types and providers. This is usually a numeric ID and is often the phone number for the pager. Default Billing Codes Specify the Billing Code #1 and Billing Code #2 settings that will appear in the Fax Information dialog box each time the user sends a fax.8 The User Edit Pager Notification Tab Automatic Fax List Updates Configures the user’s FaxUtil mailbox to automatically refresh (scan for new faxes). The text of the status messages that will be sent can be Chapter 9 Creating RightFax Users 127 . The Pager Notification tab These settings let the fax server send SMS messages or pages to RightFax users to notify them about the status of sent and received faxes. Pager ID Specify the user’s pager ID. This dialog box specifies the fax status messages to send to the user. you must do so before completing this dialog box (described in Chapter 17. “Adding SMS and Pager Services”).The Other tab Figure 9. For information on configuring pager or SMS services. see Chapter 17. Update Interval in Seconds Specify the interval at which automatic fax list updates will occur. Before completing this dialog box. Pager/SMS Service Select the pager or SMS service to use for delivering the notification. If you have not added and properly configured paging/SMS services for this user. Separate multiple numbers with semicolons. . This dialog box specifies the RightFax server status messages to send to the user. see Chapter 18. To send a test SMS message.4 Administrator’s Guide 128 Test SMS This button lets you send a test message to an SMS-capable device. you must configure a list of SMS and pager service types and providers. you must do so before completing this dialog box (described in Chapter 17. the RightFax server will include the TeleConnect ID with all notifications of incoming faxes. alert types. select an SMS service in the Pager/SMS Service box. RightFax Enterprise versions 8. Pager ID Specify the user’s pager ID. and then click this button. For more information on the RightFax Alerting and Monitoring service.9 The User Edit Administrative Pager Alerts Tab The Administrative Pager Alerts tab These settings let the fax server send SMS messages or pages to RightFax administrators to alert them of specific RightFax events. when received.RightFax 9. will send a page alert to the user.7 and higher include a more comprehensive Alerting and Monitoring service that lets you select from hundreds of server statistics to monitor and define the event thresholds. “Adding SMS and Pager Services”). The text of the alert messages that will be sent can be customized in the Admin Messages tab of the RightFax Server configuration program in Windows Control Panel (described on page 28). If the TeleConnect module is installed. see Chapter 17. For information on configuring pager or SMS services. New Fax is Received Pages the user each time a new fax is received. Patterns Lists the CSID or ANI numbers that. If you have not added and properly configured paging/SMS services for this user. This lets users retrieve faxes without first requesting a fax list. “Using the Alerting and Monitoring Service”. Pager/SMS Service Select the pager or SMS service to use for delivering the alert message. Figure 9. New Fax is Received from Specific CSID/ANI Pages the user each time a new fax is received from one or more specific senders that are specified in the Patterns box. type a phone number in the Pager ID box. and alert messages to send. Outbound Fax has been Abandoned Pages the user each time one of his outbound faxes fails to send for any reason. “Adding SMS and Pager Services”. This is usually a numeric ID and is often the phone number for the pager. Before completing this dialog box. When you select this check box. Fax server internal queue has reached 90% utilization. BoardServer Service Down One of the BoardServers has become unable to send or receive faxes. Probable Line Failures An error or series of errors has indicated to the BoardServer that a phone line is not operating correctly. Fax Server Event Queue Full The percentage of the fax server’s internal Event Queue has reached 90%. Understanding the Alert Frequencies After an alert is triggered. To send a test SMS message. Server improperly shut down The RightFax Server module was shut down unexpectedly. select an SMS service in the Pager/SMS Service box. Chapter 9 Creating RightFax Users 129 . when the alert condition occurs. in minutes.Test SMS This button lets you send a test message to an SMS-capable device. and then click this button. Send Queue too Deep The number of faxes or fax pages queued to send exceeds a fixed number. the alert will be repeated periodically. Delay Repeat interval 10 minutes 60 minutes 30 minutes 90 minutes 10 minutes 30 minutes 20 minutes 60 minutes 30 minutes 90 minutes 10 minutes 60 minutes Alerts that are not listed here are sent only once. Periodic Server Heartbeat Sends a brief notification of the RightFax server’s status. Low Disk Space Free hard drive space on the RightFax server has fallen below 150 MB. this prevents free disk space fluctuating around 50 Mb from causing repeated alerts. Table 9b Pager Alert Frequencies Alert All BoardServers are down. including statistics on fax activity. Disk space is critically low (<50MB). If an alert condition persists. One or more BoardServers are down but one or others are still in service. Critically Low Disk Space Free hard drive space on the RightFax server has fallen below 50 MB. type a phone number in the Pager ID box. This may indicate that the operating system has failed or the server has lost power. Enter the number of fax pages to exceed in the Pages box. Probable T1 Failure Multiple phone lines have failed in such a way that the BoardServer suspects a T1 line is not operating correctly. For example. All BoardServers Down All of the BoardServers have become unable to send or receive faxes. you must also specify the Heartbeat Interval. Different types of alerts have different delays and repeat intervals as listed in the following table. the problem causing the alert must be remedied within a set length of time before a fault of the same type will cause another alert. BoardServer send queue too deep. Enter the number of faxes to exceed in the Faxes box. For more information on the RightFax Event Queue see “Understanding the Fax Server Internal Event Queue” on page 33. Disk space is getting low (<150MB). RightFax 9. Click a print resolution in the Resolution list. These are the printers that you have set up under Printers in Enterprise Fax Manager (see “Adding a printer” on page 149). you must also select a printer from the list of available printers. When to Print Specify whether to print successfully sent faxes.4 Administrator’s Guide 130 The Outbound Auto-Printing tab Figure 9. Enter a three-letter file extension for the output file in the Extension box. What to Print Specify whether to print the fax history. Select a printer from the list of available printers. faxes that were not successfully sent.11 The User Edit Default Receive Settings Tab Enable Automatic Printing of Sent Faxes Prints a copy of all sent faxes. Automatic Printing Options Automatically print received faxes. and/or the fax body. If this check box is selected. the fax cover sheet. Automatic OCR Options Convert all received faxes to text using OCR (optical character recognition). Automatic Forwarding Options Forward the user’s faxes to either a fax machine or another network user as soon as they are received.10 The User Edit Outbound Auto-Printing Tab The Default Receive Settings tab Figure 9. These are the printers that you have set up under Printers in Enterprise Fax Manager (see “Adding a printer” on page 149). . Specify the fax number or RightFax user ID to forward to. This option requires the RightFax OCR Converter module. or both. specify how you want the text to be formatted on the page. Figure 9. “WYSIWYG” (What You See Is What You Get) will try to read the fax in the layout it sees. see Chapter 17. If. In addition. If you want to use Network Broadcast notifications and are using Windows 2003. “Left Justified” displays the text starting from the left margin of the fax. “ASCII” produces a plain text file. For information on configuring SMS services. as the Messenger service is not included with Windows Vista. RightFax sees that the fax has three columns.12 The User Edit Notification Tab The Notification tab These settings let you configure the fax server to notify RightFax users about the status of sent and received faxes via email or SMS text messaging. for instance. click the text format used to interpret your fax pages. which is disabled by default. If you want to send notifications via SMS text messaging. “RTF” (rich text format) preserves fonts and formatting but is only available for Windows clients.In the Format list. The text of the status messages that will be sent can be customized in the Custom Messages tab of the RightFax Server configuration program in Windows Control Panel (described on page 25). you must configure a list of SMS service types and providers before completing this dialog box. you must open the Control Panel and enable the Messenger service. Chapter 9 Creating RightFax Users 131 . “Smart ASCII” approximates the original format. Network Broadcast notifications are not possible with Windows Vista clients. “Adding SMS and Pager Services”. In the Layout list. it will try to read the document in column style. Sends the notification to the user’s email box. (This user will be allowed to log on manually. To link a RightFax user ID 1. The status “N/A” means that the user is not required to log on via Windows NT authentication. that RightFax ID is used to log on. Click the Identification tab. Email Systems. 3. Note If you are routing inbound faxes to an email gateway or other destination on your network and you have select the Delete After Routing check box (page 125). If the current Windows account name and password have been linked to a RightFax user ID. “No NT Account Assigned” means that the user is required to log on via Windows NT authentication but is not linked to a Windows account.captaris. Click Select NT Account. Use Group’s Method. If you select the check box Reroute Received Fax Notification. 2. When logging on to client applications that require authentication (such as Enterprise Fax Manager and FaxUtil).) You must specify the email address of the user in the Notification Address/Info box. “Adding SMS and Pager Services”). Notification About Received Faxes Specify the events for received faxes for which the user will receive notification. SMS. Test SMS This button lets you send a test message to an SMS-capable device. no notifications for received faxes will be sent. you must do so before completing this dialog box (described in Chapter 17. a dialog box opens prompting you to manually enter your RightFax user name and password. select an SMS service in the SMS Service box. If no RightFax user account is linked. SMS Service Select the SMS service to use for delivering the notification. Linking RightFax user IDs to Windows NT based accounts RightFax Enterprise server provides several methods for linking one or more RightFax user IDs to existing Windows NT based accounts. and then click this button. Notification About Outbound Faxes Specify the events for outbound faxes for which the user will receive notification. Uses the notification method defined for the group to which the user belongs (described on page 136). Using Windows NT Security Authentication RightFax Enterprise servers can take advantage of your network’s established Windows security system by linking each RightFax user ID to a Windows user account. (Notes and Exchange notifications require you to purchase and license a separate module. Notification Address/Info Specify the user’s email address for email notification. This RightFax ID can only be accessed when the user is logged on to Windows NT based network with the linked account. Edit the user properties in Enterprise Fax Manager. These can be created using the RightFax API. type a phone number in the Notification Address/Info box. Select the Use Integrated Windows NT Security option. Each user’s link status is displayed under the NT Account Link Status column in the user list in Enterprise Fax Manager. Sends the notification to an SMS capable device.RightFax 9. 4. Custom notification methods. RightFax attempts the Windows account name and password with which you are currently logged on. you must also select a RightFax user ID to route to from the list. or other information necessary for sending fax notifications of the type selected in the Notification Method list. If you select this option. Information on the RightFax API can be found at www. To send a test SMS message. If you have not added and properly configured an SMS service.4 Administrator’s Guide 132 Method Select the notification method for the user.com.) “NT Account Assigned” means that the user is required to log on via Windows NT authentication and is linked to a Windows NT based account. you must select an SMS service in the SMS Service box. . no link is created. In Enterprise Fax Manager. Note You can only use the Windows NT account lookup feature when you are running Enterprise Fax Manager on the RightFax server or a Windows workstation. Right-click any selected user to open a shortcut menu. Enter the computer name of the Primary Domain Controller Windows NT Security option. Click the Identification tab and select the Use Integrated 2. Select the group to import. edit the default user ID. RightFax links each selected user ID to the matching Windows account in the domain to which you are currently logged on. 4.5. 2. (PDC) or Backup Domain Controller (BDC) from which the users will be imported. Click OK. 2. For each new user ID you create in Enterprise Fax Manager. Figure 9. 3. Chapter 9 Creating RightFax Users 133 . you can configure the default user ID so that all new user IDs automatically link to Windows accounts. and select Enable NT Authentication and Link from the pop-up menu. To automatically link all new user IDs Because all new RightFax user IDs created in Enterprise Fax Manager use the default user ID as a template. Specify the RightFax user ID to use as a template (usually Default). If there is no matching Windows account name in the current domain. RightFax will link the user ID to the matching Windows account in the domain you are currently logged on to. In the Enterprise Fax Manager user list. To automatically link one or multiple existing RightFax User IDs 1. you can import users into the fax server from your network or from an ASCII file. Type or select the Windows domain and account names to link Importing Users To simplify the process of setting up all your network users in the RightFax server. 1. To import users from a Windows NT based network 1. no link is created. select one or more Users from NT Domain. The Import Users from NT Server/Domain dialog box opens. If there is no matching Windows account name in the current domain. In Enterprise Fax Manager. click Import and click OK.13 The Import Users from NT Server/Domain Dialog Box RightFax users. on the Utility menu. The linked domain and account name will be listed under the RightFax user ID in the Identification tab. click Import to begin.4 Administrator’s Guide 134 5.RightFax 9. If you want to automatically assign a routing code to each user. When you have completed the dialog box. select the Automatically Assign Routing Codes check box. If the system increments to a routing code that already exists. . and then enter the starting code. The first imported user will receive the starting routing code and each additional user’s routing code will increment by one. it will be skipped. 6. the list of groups appears in the right pane. you can create separate Marketing and Sales groups on the fax server.Chapter 10 Creating Groups of Users You can create groups of users to which you can assign a common administrator. Groups can also play an important role in when notifying users of new faxes. and fax cover sheet. you can assign fax administrators to the Marketing and Sales departments. alternate administrator. If a user does not respond to his notification by viewing or printing a new fax within a specified time. Instead of having one administrator responsible for all fax users in your organization. Managing Groups To add. the group administrator will be alerted to the fax and can then print the fax or forward it to someone else. run Enterprise Fax Manager (see “Starting Enterprise Fax Manager” on page 109) and click Groups under the appropriate RightFax server in the left pane of the window. fax options.1 The Server Groups List 135 . For example. If groups have been defined. or delete groups of RightFax users. Figure 10. edit. You can use groups to subdivide your organization and manage the fax server system more efficiently. RightFax 9.4 Administrator’s Guide 136 Adding new groups To create a new group, press INSERT or select New from the Edit menu. The Group Edit dialog box opens. Because each RightFax group must have a unique group ID, you must enter a value in the group ID box. All other boxes are optional. For information on completing each of the options on each tab see “Editing Group Properties” on page 136. The Basic Information tab Figure 10.2 The Group Edit Basic Information Tab Deleting groups To delete a group, select the group to delete and press DELETE or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the group. Copying groups from one server to another In Enterprise Fax Manager, you can copy one or more groups from one RightFax server to another. Select the groups you want to copy, and then drag the selection to another server. If you copy groups from a new RightFax server version to an earlier server version, you will lose configuration data that is not supported on the older server (for example, features on version 8.5 servers will not be available on version 8.0 servers). Group ID The unique ID for this group. Administrator Specify the user ID of the person who will be the administrator of this group. The administrator has access to all the mailboxes in the group and receives alerts when a user has not printed or viewed a fax before the time specified in User Notify Time in the RightFax Server configuration program expires (see “User Notify Time” on page 23). Alternate Administrator Specify the user ID of the person who will be the alternate administrator of this group. The alternate administrator will have access to all the mailboxes in this group and will receive messages about faxes belonging to group members if the user and the administrator have not printed or viewed a fax in the designated interval. Cover Sheet Model Specify the default fax cover sheet for the group. The list displays the fax cover sheet files in the RightFax\FCS folder. Selecting “Default” uses the cover sheet file FCS.pcl. Note Coversheet names must be 1-13 characters long and conform to the 8.3 naming standard. Editing Group Properties To edit the properties of an existing group, run Enterprise Fax Manager, select the group to edit and press ENTER, or select Edit from the Edit menu. You can also double-click the group. The Group Edit dialog box opens. Notification Type Specify the default notification method for the group. Days to keep deleted fax records The days keep deleted fax records setting is based on the date the fax was recieved, not the deleted date. Specify the number of days to keep records of deleted faxes in the RightFax database. If set to 0 (zero), deleted fax records will never be automatically purged by the fax server. All faxes must have cover sheets Requires all users in the group to use a cover sheet on outbound faxes. All faxes must be held for preview All the faxes for users in the group will be held for preview before they are sent. Users must view the faxes and verify that they should be sent. You can also perform manual fax aging with the Faxage.exe program. Figure 10.3 The Group Edit Automatic Fax Aging Tab The Automatic Fax Aging tab With automatic fax aging, you can specify the number of days after the date a fax is sent or received that it will be deleted from a user’s FaxUtil mailbox. Automatic fax aging is only available if you have a RightFax Enterprise or Satellite server. Automatic fax aging does not remove the fax records from the RightFax database, so you can still run reports about the faxes. For each type of fax, enter the number of days the fax will remain before it is deleted. To specify that faxes should not be deleted, enter 0 (zero). To apply these settings to all the users’ folders, select the check box Settings apply to all user folders. To disable fax aging, click to clear the check box. The Forced Scheduling tab Forced scheduling controls fax traffic volume on the basis of user groups. You can restrict the total number of pages or total number of faxes that are sent simultaneously by all users in the group and limit these restrictions to a specific time period. For example, if you have 50 sales representatives, each sending 100 faxes every hour, all of your fax channels may be continuously busy processing their faxes. This could delay more important faxes from other departments, as well as block incoming faxes. With Forced Scheduling, you can restrict the members of the Sales Chapter 10 Creating Groups of Users 137 RightFax 9.4 Administrator’s Guide 138 group to sending no more than 20 pages at a time between the hours of 8 A.M. and 5 P.M. and delay any faxes over that limit until 6 P.M. This feature restricts only simultaneously scheduled faxes. It does not restrict the total number of faxes or fax pages that can be sent during the specified time period. If a fax exceeds the maximum limit and is delayed until a later time, it can be rescheduled at any time by selecting Fax > Forward to New Number in FaxUtil. Figure 10.4 The Group Edit Forced Scheduling Tab If during this time period any faxes exceed the limits you specify, those faxes will be delayed until the time you specify in the Delay Until Time box. Delay Until Time The time at which delayed faxes will be sent. This is written in 24-hour HHMM format. For example, to send delayed faxes at 6:00 P.M., enter 1800. If the Delay Until Time falls between the Starting and Ending times, automatically delayed faxes will never be sent. This is because delayed faxes, by definition, cannot be sent between your Starting and Ending times. In such a case, delayed faxes will be continuously bumped to the next day at that same time. The Smart Fax Distribution tab With smart fax distribution, a group routing code is created and all faxes received by the group are distributed systematically between all the users in that group. Figure 10.5 The Group Edit Smart Fax Distribution Tab Enabled Enables the Forced Scheduling feature. Maximum Concurrent Pages Specify the maximum number of fax pages that can be scheduled at one time by all the users in the group. Maximum Concurrent Faxes Specify the maximum number of faxes that can be scheduled at one time by all the users in the group. Starting/Ending Time The starting and ending times for the period that the restriction applies. This is written in 24-hour HHMM format. For example, to set the restriction from 8:00 A.M. to 5:30 P.M., set the Starting Time to 0800, and set the Ending Time to 1730. Enabled Enables smart fax distribution for this group. Routing Code Assigns a routing code to the group. Distribution Type Specify either linear or balanced distribution. With linear distribution, faxes are distributed to each group member in succession. With balanced distribution, faxes distribution is determined by each user’s processing rate. If one user is faster at processing faxes than another, the faster user is distributed faxes at a faster pace. Member Refusal Allowed Lets users take themselves temporarily out of the distribution loop. When this check box is selected, users can refuse faxes by running FaxUtil and selecting Tools > Refuse Distributions. This option is enabled by default and must be disabled to allow per user customization The following table lists each of the checkboxes on this dialog box, and the tab and option on the Fax Information dialog box that each checkbox represents. For more information on the options in the Fax Information dialog box, see Chapter 25, “Creating, Sending, and Deleting Faxes”. Table 10a Fax Dialog Customization Checkboxes Checkbox Acquire Attachments from Scanner Add Phonebook Entry Button Fax Information dialog box tab Attachments Main Option Scanner button (scanner icon) Add Entry button Ability to display Alt. Body column in Selected Attachments list Alt. Fax Number text box Automatic Deletion selection box Billing Code 1 text box (title may vary) Billing Code 2 text box (title may vary) Lookup button Browse button (folder icon) Use certified delivery checkbox City/State text box Comments for your Records text box The Fax Dialog Customization Tab This group of check boxes lets you customize the appearance of the Fax Information dialog box (the dialog box used to create and address outgoing faxes) for the users in this group. This is useful for removing options that do not apply to or should not be changed by these users. Note The Fax Dialog Customization tab is available with Enterprise editions of RightFax only. Figure 10.6 The Group Edit Fax Dialog Customization Tab Alternate Body Attachments Attachment Checkbox Alternate Fax Number Main Auto-Delete Control Billing Information #1 Entry Field Billing Information #2 Entry Field Billing Information Lookup Button Browse for File Attachment Certified Checkbox City/State Entry Field Comments Text More Options Main Main Main Attachments Main Main Cover Sheet Notes Chapter 10 Creating Groups of Users 139 RightFax 9.4 Administrator’s Guide 140 Table 10a Fax Dialog Customization Checkboxes (Continued) Table 10a Fax Dialog Customization Checkboxes (Continued) Checkbox Company Entry Field Cover Sheet Selection Button Cover Sheet Toggle Delay Send Controls Form Type Selection From Name Entry Field From Phone Number Entry Field General Fax Number Entry Field General Voice Number Entry Field Library Document/ Attachments Selection ‘More Options’ Tab Native Attach Document Checkbox ‘Notes’ Button/Tab Notes Text PDF Options Fax Information dialog box tab Main More Options Main Main More Options More Options More Options More Options More Options Attachments Option Company text box Cover Sheet File selection box Use cover sheet text box Delay send checkbox and time/date fields Use form checkbox and selection list Name text box Voice Number text box Company Fax Number text box Company Voice Number text box Available Attachments library document list and File Attach button (paper clip icon) All tab contents Native column in Selected Attachments list All tab contents Notes to be Placed on the Cover Sheet text box PDF Options button (next to Create PDF image checkbox) Checkbox Phonebook Import Main Menu Option Phonebook Selection Button Preview Checkbox Priority Checkbox Private Fax Number Entry Field Recipient Type Field Fax Information dialog box tab Main Main Main More Options N/A Main Option Phonebook button Phonebook button Hold for preview checkbox Priority selection box Phonebook Import option on the Tools menu in FaxUtil. Down arrow button next to the Fax number text box that lets users select the Email address option Recipient Fax ID text box Secure Send/Recipient Fax ID Control Smart-Resume Checkbox Transmission Quality Control Use PDF Checkbox Voice Number Entry Field More Options Main Main Main Main Use smart-resume checkbox Fine mode checkbox Create PDF image checkbox Voice Number text box More Options Attachments Cover Sheet Notes Cover Sheet Notes Main Chapter 11 Creating Signatures RightFax can personalize users’ outbound faxes with graphic images of their signatures. Signature images are created in FaxUtil and stored in the RightFax\SIG folder on the server. Enterprise Fax Manager catalogs all the signatures and maintains the file names, descriptions, and authorized user information. Note Signature files are currently not supported in outbound PDF documents. Deleting the signature’s reference in Enterprise Fax Manager does not delete the signature file itself. A second confirmation dialog box will ask you if you want to delete the file as well. Copying signatures from one server to another Enterprise Fax Manager can easily copy one or more signatures from one RightFax server to another. Select the signatures you want to copy, and then drag the selection onto another server. If you copy signature files from a new RightFax server version to an earlier server version, you will lose configuration data that is not supported by the older server (in other words, features on version 8.0 servers will not be available on version 7.0 servers). Managing Signature Files To edit or delete signature files, run Enterprise Fax Manager (see “Starting Enterprise Fax Manager” on page 109) and click Signatures under the desired RightFax server in the Fax Server Tree. You must create a new signature file in order for it to appear as an object in Enterprise Fax Manager. New signature files are created from the FaxUtil mailbox (see “Creating a New Signature File” on page 142). Deleting signatures To delete a signature, select the signature to delete and press DELETE or select Delete from the Edit menu. By default, you will be prompted for confirmation that you want to delete the signature. 141 RightFax 9.4 Administrator’s Guide 142 Editing Signature File Properties To edit the properties of an existing signature, run Enterprise Fax Manager, select the signature to edit and press ENTER or select Edit from the Edit menu. You can also double-click the signature. The Edit Signature dialog box opens. Figure 11.1 The Edit Signatures Dialog Box Creating a New Signature File Only users with RightFax administrative access can create signature files. Signature files are created from a fax in a your FaxUtil mailbox. You can scan a signature into your mailbox or fax a signed document to yourself. After the document arrives in your FaxUtil mailbox, follow these steps to create a signature file: 1. In FaxUtil, double-click the fax to view it using the RightFax Fax Viewer. 2. Using the Select tool in the Fax Viewer toolbar, click the signature. Figure 11.2 The Select tool 3. Select Store from the Fax menu, and then select Make Signature. The Edit Signature dialog box opens. Enter an ID for the signature in the Signature Code box. This must be unique, as it will be the identifying code Enterprise Fax Manager displays in the ID column when viewing the list of signatures. Enter the owner’s user ID and a description of the signature. In the Authorized Users boxes, list up to three RightFax user IDs or group IDs who are authorized to use this signature in addition to the owner of the signature. Signature Code The name the signature that will be displayed in Enterprise Fax Manager. Owner’s User ID The user ID of the owner of the signature file. Description A description of the signature file for easy reference in Enterprise Fax Manager. Image File Name The name of the signature image file. This file name is automatically generated and stored in the RightFax\SIG folder on the RightFax server when the signature file is created. If this box contains an invalid file name, RightFax will not be able to use the signature image. Authorized Users Up to three RightFax user IDs or group IDs who are authorized to use this signature in addition to the owner of the signature. Adding a Signature to a Fax Signature files are inserted into fax-bound documents using the <SIGNATURE> embedded code. For information on using this and other embedded codes see Appendix A, “RightFax Embedded Codes”. Caution Signature files will not display properly in documents that have been converted to PostScript. Chapter 11 Creating Signatures 143 . If you change the data for this value. Decreasing the data causes signatures to shift down an equal distance.Controlling signature placement Signature images are positioned so that the left-middle point of the signature aligns with the left-middle point of the <SIGNATURE> embedded code in the document. RightFax supports a Windows registry entry that modifies the vertical alignment of new signatures created on the client workstation where the registry value is present. Table 11a Windows Registry Entry for Vertical Placement of Signature Category Key Value Type Data Value HKEY_CURRENT_USER\Software\RightFax Client\VWR32 SignaturePositionPercent DWORD 0–100 (default 35) Increasing the data for this value causes all newly created signatures to be shifted upwards by a percentage of the height of the signature image (the actual distance depends on the height of the signature). you will need to recreate each signature that you want the new setting applied to. This registry value only affects signatures when they are initially created. RightFax 9.4 Administrator’s Guide 144 . run Enterprise Fax Manager (see “Starting Enterprise Fax Manager” on page 109) and click Forms under the RightFax server in the Fax Server Tree. Deleting the form’s reference in Enterprise Fax Manager does not delete the form file itself.Chapter 12 Creating Overlay Forms Overlay forms are fax image files that RightFax can superimpose over outgoing faxes. you will lose configuration data that is not supported by the older server (for example. and then drag the selection to another server. You will be prompted for confirmation that you want to delete the form. you can copy one or more forms from one RightFax server to another.0 servers). Copying forms from one server to another In Enterprise Fax Manager. Deleting a form To delete a form. If you copy overlay forms from a new RightFax server version to an earlier server version. or select Delete from the Edit menu.5 servers will not be available on version 8. company letterhead) and give your faxes the appearance of being printed on the form prior to faxing. A second confirmation dialog box will ask you if you want to delete the file as well. features on version 8. select the form to delete and press DELETE. Managing Overlay Form Files To edit or delete forms. These “forms” are typically replicas of documents that your organization uses (for example. 145 . You must create a new form file in order for it to appear as an object in Enterprise Fax Manager. Select the forms you want to copy. New form files are created from the FaxUtil mailbox (see “Creating a New Overlay Form” on page 146). This is automatically generated and stored in the RightFax\Papers folder on the RightFax server when the form file is created. Specify the form number of the next form file. If you enter 1 in the Start Page box. In the Authorized Group or User list. Secure Form Restricts the form to specific groups or users..4 Administrator’s Guide 146 Editing Form File Properties To edit the properties of an existing form. To secure a form. run Enterprise Fax Manager. You can also double-click the form. see “Using Two Overlay Forms in One Fax” on page 147. Form Number The number that identifies the form. Form ID This is a unique name that identifies the form. select the form to edit and press ENTER. Description This is a description of the form file for easy reference in Enterprise Fax Manager. the form will appear on the first page of the body of the fax following the cover sheet. different forms for the first page and all subsequent pages of your company letterhead). Start Page Specifies the first page of the body of the fax document onto which the form will be placed. Form files are created from faxes in your FaxUtil mailbox. If this box contains an invalid file name. You should always create forms using fine resolution. Image File Name The name of the form image file. select the Use Fine Mode check box. To overlay each page of the fax with the form. To set fine resolution as the default in FaxUtil. select Tools > Options. click the users or groups authorized to use the form. so if the start page for a form is set to 3 and you apply it to a document that only has two pages. none of the document pages will include the form. The page numbers you specify are absolute. On the Sending tab. Next Form Number Specifies the second form to use.e. Note Overlay forms are never placed on fax cover sheets. and the Options dialog box opens. select the Secure Form check box. This is assigned by RightFax when the form is created. For more information on using two overlay forms in a single fax.RightFax 9. enter 0 (zero). Creating a New Overlay Form To create new overlay forms in FaxUtil. you must be assigned permission in your user profile (see “The Permissions tab” on page 122). or select Edit in the Edit menu. .1 The Edit Form Dialog Box Number of Pages The number of fax pages that will be overlaid with the form. The Edit Form dialog box opens. Figure 12. RightFax will not be able to use the form image. if you want to use two overlay forms in one fax (i. enter the form number of the remaining boxes are the same as those in the Edit Form dialog box (see “Editing Form File Properties” on page 146). page 1 of the fax may include company letterhead. then each time you add the first form to an outgoing fax. enter the page number that you want the first form to initially appear on. 4. and 5 may include an invoice form. 4. If you enter 1 in the Start Page box. enter the number of pages on which you want the first form to appear. this value will be set to 1. In the Form ID box. In most cases. In the Number of Pages box. the form will appear on the first page of the body of the fax. 3. Click OK to close the Edit Form dialog box. Select Fax > Store as Form.To create a new overlay form 1. In most cases. following the cover sheet. Send the fax image to your FaxUtil mailbox. Run FaxUtil and click the form in the list of received faxes. page number that you want the second form to appear on. In the Next Form Number box. enter the form will now appear in the Forms list in Enterprise Fax Manager. When you have completed the dialog box. 2. Chapter 12 Creating Overlay Forms 147 . The 5. Create two forms according the instructions in “Creating a New application that lets you print to the RightFax fax printer.2 The Store Fax as Form Dialog Box Overlay Form” on page 146. Create the form image in a word processor or any other Using Two Overlay Forms in One Fax You can configure two overlay forms to appear in a fax. this value will be set to 2. Run Enterprise Fax Manager and edit the properties of the first of the two forms (described on page 146). and pages 2. The new second form to use. After the two forms have been configured following these instructions. 3. Figure 12. and the Store Fax as Form dialog box opens. click OK. Edit the properties of the second of the two forms. In the Edit Form dialog box. In the Edit Form dialog box. 5. in the Start Page box. enter 1. To configure two forms for use in a single fax document 1. in the Start Page box. 3. enter a unique ID for the form. 4. Note Overlay forms are never placed on fax cover sheets. If the first form will only be used on the first page. it will automatically be followed by the second form because they are linked. For example. 7. 2. 6. Click OK to close the Edit Form dialog box. Adding an Overlay Form to a Fax Overlay forms are inserted into fax-bound documents using the <FORMTYPE> embedded code or by specifying the form to use in the Fax Information dialog box. For information on the Fax Information dialog box.RightFax 9.4 Administrator’s Guide 148 8. enter 0 (zero). In the Number of Pages box. 9. see “Using the Fax Information Dialog Box” on page 254. If you want the second form to appear on all subsequent pages. . enter the number of pages on which you want the second form to appear. By default. Select the printers you want to copy. 149 . For information on completing each of the options in this dialog box see “Editing Printer Properties” on page 150. edit.Chapter 13 Connecting Printers and Scanners You can define an unlimited number of network printers in RightFax and make them available for automatic printing of faxes and other automated network print functions. Adding a printer To add a new printer to RightFax. press INSERT or select New from the Edit menu. features on version 8. Managing Printers To add. Deleting a printer To delete a printer. Copying printers from one server to another Using Enterprise Fax Manager you can easily copy one or more printers from one RightFax server to another. The printers you configure here are not the printers and print-to-fax devices that allow RightFax users to fax documents from native applications. The Edit Network Printer dialog box opens. Rather. you will lose configuration data that is not supported by the older server (for example. Printers can be added individually or imported in groups from your network. or delete printers on the RightFax server. these are the printers available to RightFax for automatically printing sent and received faxes. select the printer to delete and press DELETE or select Delete from the Edit menu. If you copy printers from a new RightFax server version to an earlier server version. and then drag the selection to another server.5 servers will not be available on version 8.0 servers). run Enterprise Fax Manager (see “Starting Enterprise Fax Manager” on page 109) and click Printers under the desired RightFax server in the Fax Server Tree. you will be prompted for confirmation that you want to delete the printer. Queue Name should contain the Distinguished Name of the queue object. “LASER1. This also sets what size paper to select. This last option is useful for firms receiving faxes in a mix of letter and legal sizes and where dual-bin laser printers are used. “Fit A4” scales the fax to fit onto the printable area of A4 size paper (210 × 297 mm).). The Edit Network Printer dialog box opens. On NetWare 3. run Enterprise Fax Manager. .5 inches or less. users will see both the Printer ID and Description in the Print dialog box. “None” will not scale the image at all which can result in some portion of the page being truncated.e.” Otherwise the automatic selection of paper trays will not work.RightFax 9. If your laser printer supports both PostScript and PCL5.x. “Fit Letter/Legal” scales the fax to fit on letter size paper if it is 12. choose one of the HP LaserJet types rather than PostScript for faster printing. If the Default Paper Size is set to “Fit Letter/Legal” or “Fit A4/Legal. If this box is not completed. “Fit A4/Legal” is identical to Fit Letter/Legal. The result is a small (5%) reduction in the page image when printed on a laser printer. letter size paper (8. legal size paper (8.e.). Queue Name should contain the share name of the queue. except that the printer will choose between A4 and Legal paper trays.5 × 11 in.x servers that are using NDS. On NetWare 4. If the queue is in NDS. You can also double-click the printer. select the printer to edit and press ENTER. Printer Type Sets the printer driver used by the fax server to format faxes printed to this printer. this scaling is necessary to prevent portions of the fax from being lost during printing. RightFax takes this into account when scaling and fits the full fax page within the printable region.ACME. Printer ID The identifier RightFax will use for this printer. i.” it is recommended that this value be set to “None. otherwise it will be scaled to fit legal size paper. i. “LASER1.5 × 14 in. Note All laser printers have an unprintable margin area. or select Edit from the Edit menu. Default Paper Source Determines which paper tray selection command RightFax will send to the printer. letter or legal. Server Name Indicates on which file server the queue exists. to correspond to the size of the fax page. “Fit Legal” scales the page to fit onto the printable area of U.” Default Paper Size Sets how the fax server will scale a fax page to fit onto the printable area of a laser printer. If this box is completed. a TCP/IP utility. only the Printer ID will be displayed. the Queue Name should contain the Bindery name of the queue. this should be the value at the top of the tree. Direct TCP/IP Printing Allows faxes to be printed directly to an IP port on a printer using the LPR.4 Administrator’s Guide 150 Editing Printer Properties To edit the properties of an existing printer.S.S.SALES. the laser printer will select the appropriate size paper.1 The Edit Network Printer Dialog Box Queue Name Differs depending on your network operating system. Description This is a description of the form file for easy reference in Enterprise Fax Manager. “Fit Letter” causes the fax page to be scaled to fit onto the printable area of U. This ID should match the printer’s network ID to avoid confusion. Figure 13. Because fax pages have no unprintable regions. In such cases.” On LAN Server and Windows NT based networks. Choose the one that most closely corresponds to your printer. The Import Network Printers dialog box opens. Before you can configure automatic printing for users. Depending on the size of the network. To make your local scanner available in RightFax. you must set up at least one network printer in Enterprise Fax Manager. select Users in Enterprise Fax Manager and double-click the user ID to edit. in the Utility menu. click Find Printers in Selected Context. Select the network context to import from. Click to select the printers to import. you can specify the characteristics of Using a desktop scanner RightFax can scan documents for fax transmission from any TWAIN32-compliant scanner connected to your computer.Importing Printers into RightFax You can import printers from your network into RightFax in groups or you can import all printers. Note The ability to automatically print sent and received faxes can also be configured by individual users in the FaxUtil client application. paper size. click Stop Loading. install the scanner.2 The Import Network Printers Dialog Box Configuring RightFax to Automatically Print Faxes Each RightFax user profile can be configured to automatically print sent or received faxes. Automatically printing sent faxes is configured in the Outbound Auto-Printing tab (page 130) and automatically printing received faxes is configured in the Default Receive Settings tab (page 130). You can set the printer driver. select Import 4. and then click Import Selected Printers. To search for printers. 2. To cancel the search. 5. To configure a user to automatically print sent and received faxes. printers for which to search. and whether the printer is set to print to an IP port. Figure 13. For information on adding and configuring network printers see “Adding a printer” on page 149. this scan can take several minutes. Before importing printers. Click Set Default Printer Information. Using Scanners with RightFax If you need to fax a document that has already been printed. you can use either a local or network scanner to scan the document directly into RightFax for fax transmission. In Enterprise Fax Manager. The list of available printers appears in the Current printer list. Chapter 13 Connecting Printers and Scanners 151 . 3. paper type. Printers from Network. To import printers 1. Open the Fax Information dialog box using any of the methods 3. Figure 13. click the Attachments tab. Note The Standalone Fax Connector can be used with Brooktrout TR114 and TR1034 fax boards. RightFax automatically detects the TWAIN32 drivers and makes the scanner available when creating a fax document. 2. it will appear in the Selected Attachments list in the Fax Information dialog box. and sending fax documents. Select the scanner to use in the Current Scanner box and click Start Scan. Using the Kofax NetScan The scanner button RightFax integrates with the Kofax NetScan network scanner (page 43). Click the scanner button on the right side of the Available Attachments list. RightFax opens the scanner’s control dialogs.4 Administrator’s Guide 152 its drivers.4 The Document Scan Dialog Box provided by your RightFax client installation. and the TWAIN32 drivers according to the installation instructions provided with the scanner. TruFax 100 and 200 fax boards do not support this feature. This makes least-cost routing. The Document Scan dialog box opens.3 The Scanner Button 4. see Chapter 25.RightFax 9. The Standalone Fax Connector The Standalone Fax Connector uses a stand-alone fax machine to send faxes through the RightFax server. automatic retries. When the document has been scanned. “Creating. and other RightFax features available to conventional fax machines throughout your organization. Place the document(s) to scan on the scanner bed and complete the dialog(s) that appear according to the instructions for scanning documents provided with your scanner. To scan a document for fax transmission 1. Sending. addressing. and Deleting Faxes”. For more information about configuring these two products to work together. Figure 13. . For information on opening the Fax Information dialog box for creating. refer to your NetScan documentation. In the Fax Information dialog box. 6. In the Routing Code box. This Connecting a stand-alone fax machine to the RightFax server There are several ways to connect a stand-alone fax machine to your RightFax server. On the RightFax server. Add individual or group phonebook entries under the user ID that you have designated for the Standalone Fax Connector and assign each entry a numeric ID. For information on creating a new user. Open the SFC key and add a new value named “Extensions” and set the data type to REG_MULTI_SZ. 3. Chapter 13 Connecting Printers and Scanners 153 . Using the Standalone Fax Connector After the Standalone Fax Connector has been enabled. add a new key named “SFC”. After it reads the list of extensions. When a fax is sent. If using TR1034 fax boards: Under HKEY_LOCAL_MACHINE\Software\RightFax\ DocTransport\Transports\Brooktrout. enter the extension that will be dedicated to the Standalone Fax Connector. The user is prompted with voice or tones to enter the destination fax number and other required fax recipient information. run Enterprise Fax Manager and create forces the BoardServer and DocTransport to read the Extensions value. users can access it from any fax machine that can dial in to the extension you have dedicated. run Regedt32. 7. Separate multiple entries with a carriage return. In each case. enter an extension that will be dedicated to the Standalone Fax Connector. In the SFC key.Each fax machine connects to the RightFax server on a specific channel or DID extension via a phone line or PBX. add a new key named “SFC”. Users have the option of dialing their intended recipients directly or entering the ID of a phonebook entry that then dials the recipient(s) listed in that entry. you must set the Change value back to “1” hex to force the BoardServer to re-read the new data. add another new value named “Change” and set the data type to REG_DWORD. If using TR114 fax boards: Under HKEY_LOCAL_MACHINE\Software\RightFax\ BoardServer. When you make a change to the Extensions value in this key. On the RightFax server. the BoardServer sets the Change value to “0” hex. In the Multi-String Editor dialog box. it is redirected to the RightFax server for processing and transmission. a RightFax user ID is created to host the Standalone Fax Connector and is assigned a unique Routing Code value (called the “extension”). 5. 2. In the DWORD Editor dialog box. see “Adding a user” on page 120.exe. The user then dials into this extension from the fax machine (exactly how this is accomplished depends on your phone system) in order to access the RightFax server. 4. To enable stand-alone fax machine support 1. set the data to “1” hex. a new user. Depending on your Brooktrout fax board configuration. Dial the Standalone Fax Connector extension. Another tone or voice prompt will instruct you to begin transmitting the fax.4 Administrator’s Guide 154 To send a fax using the Standalone Fax Connector 1. . 2. but you must include a fax number and end by pressing the pound [#] key. If billing codes are not required. To manually enter a destination fax number. either a tone or voice message will prompt you for the destination fax number.RightFax 9. they can be left out of the dial string. 3. enter the numeric ID of the phonebook entry and press the pound [#] key. Press the Start button on the fax machine. enter the fax number and billing codes using this format: FaxNumber*billInfo1*billInfo2# Separate the fax number and billing codes using the asterisk [*] key and press the pound [#] key when you are done. To use a phonebook entry. This number must be listed in the Extensions value in the SFC key in the Windows registry on the fax server. The fax machine will proceed to scan the pages and send the fax to the specified phone number or to the destination(s) in the phonebook entry. Chapter 13 Connecting Printers and Scanners 155 . 4 Administrator’s Guide 156 .RightFax 9. features on version 8. select Customize Cover Sheet Fields from the Utility menu. Select the billing codes you want to copy. and click the Billing Codes tab. run Enterprise Fax Manager (see “Starting Enterprise Fax Manager” on page 109). the RightFax billing code fields appear in the Fax Information dialog box. 157 . Deleting a billing code Customizing the Names of Billing Code Fields For users. Enter new descriptions for the Billing Code 1 and 2 fields in the description boxes. The new names will appear throughout your RightFax client applications. Managing Billing Codes You can create a list of billing codes that is used to validate the codes entered by fax users when sending faxes. the names of the billing code fields are “Account” and “Matter. To validate billing codes internally. or no billing codes.5 servers will not be available on version 8. If you copy billing codes from a new RightFax server version to an earlier server version. or select New from the Edit menu. or delete billing codes.” To change these names to meet the needs of your organization. you will lose configuration data that is not supported by the older server (for example. These are referred to as “Billing Code 1” and “Billing Code 2. you must create a list of valid billing codes in RightFax. RightFax supports the use of two billing codes for each faxed document. edit. Copying billing codes from one server to another In Enterprise Fax Manager. To add.” Your organization can require both billing codes on faxes (such as one code for account number and one for a matter number). By default. Adding a billing code To add a new billing code to RightFax.0 servers). The Edit Billing Code dialog box opens. To delete a billing code. an accounting program). press INSERT. run Enterprise Fax Manager and click Billing Codes under the desired RightFax server. one billing code (to track the individual or department sending the fax. These codes can be validated internally against a master table or externally using a separate application (for example. see “Editing Billing Code Properties” on page 158. For information on completing each of the options in this dialog box. or select Delete from the Edit menu. Users can be required to enter one or two codes for every fax before it can be sent or deleted. you can copy one or more billing codes from one RightFax server to another. select the billing code to delete and press DELETE. and then drag the selection to another server.Chapter 14 Creating Billing Codes RightFax tracks and reports fax activity using billing codes. for example). the WorkServer may attempt to open and process the file before you have finished building it. You can import new billing codes as well as specify deletions and changes to billing . It is best to Importing Billing Codes You can import billing code records from an ASCII text file. This is most useful when systems such as EquiTrac or central databases are used to store a master set of billing codes. select the billing code to edit and press ENTER. This parameter determines the interval in minutes that the WorkServer should check for a new billing code file. ‘C’ indicating a change to an existing code. or select Edit from the Edit menu.csv and must be located in the RightFax\Worksrv folder. Such systems can be programmed to periodically generate a formatted ASCII file that the RightFax server will recognize and process. that can be examined to see what codes were imported from the most recent Codechg. Description Enter a descriptive name for the billing code.BillInfo2. The WorkServer also produces a log file. and set a value in the Billing Code Import Interval field. For each record. in its own folder. changes. but descriptions can. Format Operation.csv. (A “delete” line need not contain a description. The Edit Billing Code dialog box opens. so it will not grow indefinitely. To configure RightFax to import the ASCII billing code file. The codes themselves cannot contain spaces.4 Administrator’s Guide 158 Editing Billing Code Properties To edit the properties of an existing billing code. Creating the billing code file The ASCII billing codes file must be named Codechg.Bob Jones Corp. Figure 14.2390 Example A. The file Codechg. After such a system is configured. Codechg. select the WorkServer in whose folder you saved the Codechg. and any included description will be ignored. If the file exists.csv file.Harry Smith Inc. the codes and description must be separated by commas. run the WorkServer configuration program. When writing the input file it is recommended that it not be initially named Codechg.csv. After the entire file is processed.BillInfo1.9054.Jones.RightFax 9. and deletions specified in the file.) Configuring RightFax to import billing codes Billing Code 1 and 2 Enter one or two billing codes. D. You can also double-click the billing code. At every interval. billing code maintenance can be fully automated.log.Description C.csv must be formatted with one complete billing code record per line.5687.csv.Smith. Each billing code record must include a leading field that indicates the desired operation. run Enterprise Fax Manager.csv so that it will not be picked up again at the next check. or ‘D’ indicating that a code should be deleted. The log file is overwritten each time an import is executed. the WorkServer imports the additions. the WorkServer erases Codechg. The leading field (a single character followed by a comma in all cases) can be ‘A’ indicating an addition.Smith. If it is.1 The Edit Billing Code Dialog Box codes. the WorkServer checks for the file Codechg. com or contact Captaris for implementation services. Fields that you have marked as required will appear bold in the Fax Information dialog box. Check either or both the First Billing Info or Second Billing Info fields. Select either or both of the First Billing Info or Second Billing Info check boxes. select Customize Cover Sheet Fields from the Utility menu. When you require billing codes on received faxes. Accessing ODBC Billing Codes You can integrate billing codes from an external ODBC source for use in all of your users’ outbound faxes. To require the billing code fields be completed before a fax can be sent.$$$ ren codechg. select Customize Cover Sheet Fields from the Utility menu.$$$ codechg. close it and re-name it to Codechg. To configure RightFax to validate billing codes.csv. the recipient will not be able to delete the fax until the required billing codes have been assigned. select Customize Chapter 14 Creating Billing Codes 159 . Check the Verify Billing Codes for Sent and Received Faxes option. and click the Billing Codes tab. Configuring billing code validation You can configure the RightFax server to validate billing codes against the billing code list in the RightFax server. and click the Receive Required Fields tab. For information on customizing your RightFax system with the RightFax API. run Enterprise Fax Manager. To require billing codes on received faxes. you can require all users to enter one or both billing codes with each fax sent. it will be rejected and the fax will not send. and click the Sending Required Fields tab. Each client workstation must be configured individually to access these billing codes. After all lines have been written to the file. GETCODES is a program supplied by the user that creates an ASCII file of billing code changes in the required format.use a temporary name (such as Codechg. run Enterprise Fax Manager. for example: j: cd \rfax\worksrv getcodes codechg. The ODBC source can be created and configured using the ODBC configuration program. Cover Sheet Fields from the Utility menu.$$$) to build the file. visit the Captaris web site at www. Note Validating billing codes against an external application requires you to create a custom utility using the RightFax API. A dialog box appears with fields for entering the necessary billing code information. Users can manually assign billing codes to their received faxes by double-clicking the fax in FaxUtil to open the RightFax viewer and selecting Assign From Information in the Fax menu. Requiring billing codes on received faxes You can also use billing codes to track information about your received faxes. Requiring and Validating Billing Codes Requiring billing codes on sent faxes After you have created a list of billing codes. run Enterprise Fax Manager. If a supplied billing code does not match one in your list.captaris.csv In this example. Example A batch file can be created that automates this process. select ODBC Configuration. The Configure ODBC Billing Table dialog box opens. In the shortcut menu. you can check those boxes instead. This is done with simple SQL query statements.2 The Configure ODBC Tables Dialog Box Under ODBC Billing Tables. Figure 14.4 Administrator’s Guide 160 Click the RightFax tray icon in the Windows taskbar.RightFax 9.3 The Configure ODBC Billing Table Dialog Box Complete each of the boxes according to your ODBC database specifications. Billing Table Name This is a descriptive name for this billing codes table. click Add. The Configure ODBC Tables dialog box opens. Figure 14. ODBC Source The name of your ODBC billing codes data source. ODBC Field Names Relates the fields of the ODBC database to the standard RightFax billing code fields. If the ID and password match those used to log into RightFax. ODBC User ID and Password These are the ID and password to access the ODBC database. . 3. 2. Click the billing code information you want. If you limited the number of records displayed at one time in the Records to Load at Once box in the Configure ODBC Billing Table dialog box. you will see only the specified number of records (or fewer). click Lookup to select RightFax billing codes or a specific ODBC billing code table. click the arrows on the right side of the list. In most cases.Records to Load at Once Limits the number of records displayed at one time during billing code lookup by entering the limit in this box. this option should be set to “Dynamic. and click OK to enter it in the Fax Information dialog box. SQL Cursor Type Selects an SQL cursor type. This opens a list of the ODBC billing codes. that user can access ODBC billing codes when sending faxes. To look up ODBC billing codes 1. Chapter 14 Creating Billing Codes 161 . Select the ODBC billing code table you created. In the Fax Information dialog box.” Querying an ODBC billing code list After you have configured the necessary ODBC information on a user’s workstation. 4. To view the previous or next batch of codes. RightFax 9.4 Administrator’s Guide 162 . you will be prompted for confirmation that you want to delete the library document. or local area network. run Enterprise Fax Manager (see “Starting Enterprise Fax Manager” on page 109)and click Library Documents under the desired RightFax server in the Fax Server Tree. Select the library documents you want to copy. and displays the totals in the right pane of the Enterprise Fax Manager window. To reset these counters back to zero. select the document to delete and press DELETE. Deleting the library document’s reference in Enterprise Fax Manager does not delete the document file itself.Chapter 15 Creating Library Documents You can store frequently faxed documents (such as company literature. and then drag the selection to another server. Managing Library Documents To edit or delete library documents. 163 . the Web. By default.0 servers). or employment forms) in a fax document library for easy retrieval. features on version 8. This allows your most frequently faxed documents to be sent as quickly with a minimum of system resources. credit applications. Library document usage statistics Enterprise Fax Manager keeps a record of each time a library document is sent via Fax-on-Demand. Library documents are stored in the RightFax\Image folder on the RightFax server formatted for fax transmission. New library documents are created from the FaxUtil mailbox (see “Creating a New Library Document” on page 164). Copying library documents from one server to another In Enterprise Fax Manager you can copy one or more library documents from one RightFax server to another. If you copy library documents from a new RightFax server version to an earlier server version. A second confirmation dialog box will ask you if you want to delete the file as well. or select Delete from the Edit menu. Deleting a library document To delete a library document. You must create a new library document in order for it to appear as an object in Enterprise Fax Manager.5 servers will not be available on version 8. you will lose configuration data that is not supported by the older server (in other words. click the library documents to reset and select Reset Usage Counts in the Edit menu. you must assign a numeric document ID. To add new library documents in FaxUtil. the library document will available indefinitely. Figure 15. Accessible via LAN Makes the library document available on the local area network for faxing from client workstations. To set fine resolution as the default in FaxUtil. Request Password The numeric password that is required by Fax on Demand when users request this document.RightFax 9. Create the document in a word processor or other application that lets you print to the RightFax fax printer. Activation Date The date that the library document becomes available for use. All library document files are saved in the RightFax\Image folder on the RightFax server. If you do not select this option. The Edit Library Document dialog box opens. Click to select the check box and select the activation date. Creating a New Library Document Document ID This is a unique code that identifies the library document. 2. Pages The number of pages in the document. run Enterprise Fax Manager.1 The Edit Library Document Dialog Box Accessible via Web Makes the library document available to users via your Web site using Web Fax Tools. . Library documents are created from a fax in your FaxUtil mailbox. You should always create library documents using Fine resolution. On the Sending tab. Expiration Date The date that you want the library document to become unavailable for use. Click to select the check box and select the expiration date. Run FaxUtil and click the document in the list of received faxes. you must be assigned permission in your user profile (see “The Permissions tab” on page 122). Send the fax image to your FaxUtil mailbox. Description This is a descriptive name for the library document. To make the library document available immediately. select the Use Fine Mode check box. Accessible via FOD Makes the library document available to users via touch tone phone using Fax on Demand.4 Administrator’s Guide 164 Editing Library Document Properties To edit the properties of an existing library document. If you want the library document to be available via the Web or Fax-on-Demand (described in the RightFax Docs-on-Demand Guide). select the document to edit and press ENTER. or select Edit in the Edit menu. To create a new library document 1. Include in Catalog Includes this document in the Fax on Demand catalog of available faxes. select Tools > Options. Image File Name The name of the library document file. and the Options dialog box opens. This is generated automatically when the library document is created and should typically never need to be changed. You can also double-click the library document. do not select this option. click the Attachments tab and select the library documents to include. You can also add library documents to fax-bound documents using the <LIBDOC> and <LIBDOC2> embedded codes. click Store in Library. For information on using these and other embedded codes see Appendix A. 4. To attach a library document. Specify a Document ID and Description for the new library document. When you have completed the dialog box. Automating the creation of new library documents You can also automate the creation of new library documents using the <NEWLIB> and <NEWLIB2> embedded codes. The new document will now appear in the Library Documents list in Enterprise Fax Manager. Faxing a Library Document Library documents are sent as attachments to faxes. These fields and the remaining options are the same as the Edit Library Document dialog box (page 164). 5. you have the following options: When creating a new fax in FaxUtil. Chapter 15 Creating Library Documents 165 . For information on using these and other embedded codes see Appendix A. “RightFax Embedded Codes”. In the Fax menu. in the Fax Information dialog box. The Store Fax in Document Library dialog box opens. click the Attachments tab and select the library documents to include.3. click OK. “RightFax Embedded Codes”. When creating a new fax using the Quick Fax/Broadcast command from the tray icon. RightFax 9.4 Administrator’s Guide 166 . During the setup phase of the RightFax installation.1 Choose Custom install during setup.Chapter 16 Text Messaging Using the Push Proxy Gateway The Push Proxy Gateway (PPG) quickly and easily enables applications to deliver information to mobile users via Short Message Service (SMS) text messaging. PPG functionality can be accessed locally and/or remotely. 167 . It uses a Global System for Mobile Communications (GSM) modem or direct connection to a Short Message Service Center (SMSC) to deliver them via the mobile network to the target device. choose Custom. Figure 16. 1. It can also be a natural extension of the Captaris RightFax enterprise fax and e-document delivery solution channels. To install Push Proxy Gateway Use the following steps to install PPG during the RightFax server installation. and click Change. and check the box for Push Proxy Gateway. Expand DocTransport Module. Note Plain text messages should only be used with a Modem or SMPP connector. 3. Proceed with the installation.4 Administrator’s Guide 168 2. Caution The PPG's public port (default TCP 8980) should be accessible to any computers that will send messages to the PPG. All GSM handsets on the market today can receive these SMS messages. Go to Add or Remove Programs in your Control Panel. it is especially important to keep Microsoft IIS up to date with security patches.RightFax 9. Understanding Message Types The PPG supports the delivery of plain text SMS messages Plain text messages are sent by the PPG as text-only Short Message Service (SMS) messages. How to add PPG to RightFax after the initial install To install PPG after RightFax has already been installed. PPG is capable of two-way SMS messaging and can receive SMS messages in reply to the outgoing SMS messages that it sends. 5. . take care to keep the server up to date with any necessary patches. Proceed with the installation as you normally would.2 Choose DocTransport Module and Push Proxy Gateway Module. Choose your version of RightFax. especially the internal port (default 5001) and the administration port (8901) should not be accessible from the Internet. choose Modify. In the wizard. 2. do the following: 1. and check the box for Push Proxy Gateway. The other ports. Expand DocTransport Module. If the PPG accepts connections from the Internet. expand Server Modules and 4. Expand Server Modules and check the box for DocTransport check the box for DocTransport Module. Figure 16. On the Select features screen. making any other changes you require. selecting the options you require. 3. As with all servers. When this occurs. The wireless carrier allocates a phone number or short code to the PPG Administrator.05 AT commands. and the replying device’s address to RightFax.4. PPG maintains log files in its program directory. is as follows: Single Modem: Sending Outbound only: 14 per minute Receiving Inbound only: 14 per minute Two-way (In and out simultaneously): 10 per minute Two Modems: Understanding Two-Way SMS Support PPG supports two-way SMS messaging via SMPP or Modem connectors. It is also used by the SMSC to receive the incoming SMS messages. Then. This number is referred to as a reply number. The GSM modem can be a card connected to your server. The three log file types are transaction. Modem and SMPP connectors are supported. PPG can send the reply number. using API. PPG supports two serial port modems on a single server. You can use any GSM modem that provides a serial-port (COM) interface and supports the GSM 07. message contents. The reply number is used by mobile devices to reply to the SMS messages sent to them via the PPG. Chapter 16 Text Messaging Using the Push Proxy Gateway 169 . The recipient device sends an SMS message back to one of the reply numbers. When PPG sends an SMS message.Understanding Connectors PPG uses connectors (sometimes called channels) to support different methods of delivering SMS messages. all of which are intercepted by the SMSC and routed to PPG. The supported protocol is SMPP version 3. or a mobile phone (with a GSM modem) connected to your server via a data cable. error. is as follows: Two-way (simultaneously): 120 per minute Understanding the Modem Connector Modem connectors allow messages to be submitted to the carrier's Short Message Service Center (SMSC) through a GSM modem that is attached to the PPG server. where each roll occurs at zero-hundred hours. Outbound only: 14 per minute Inbound only: 30 per minute Two-way (In and out simultaneously): 10 per minute Understanding Log Files Understanding SMPP Connectors SMPP connectors allow a high volume of messages to be sent via an SMSC. or rolled. it specifies one of these available numbers in the From field.07 and 07. that are then sent to PPG. Modem Connector Throughput The PPG throughput via a modem connector. new log files are created with filenames based on the current time. and debug logs. Two-Way SMS and SMPP Connectors PPG can use SMPP connectors to assist RightFax in associating incoming SMS messages with RightFax user mailboxes for routing purposes. SMPP Connector Throughput The PPG throughput via an SMPP connector. The log files are rotated. every 24 hours by default. using API. Status of the message. Type: [value]. Status: Delivered 2 3 4 Date and time Date and time of request Push Initiator address Static . NotifyTo: . MessageID: [value]. Inbound. ToAddress: [value]. dbgp for debug log files. prefix is cppg for transaction log files.RightFax 9. 7 NotifyTo: . FromAddress: 14255551234. FromAddress: [value]. Does not apply to Modem connector. and Service.4.2. as shown in Table 3a.4 Administrator’s Guide 170 The interval setting for transaction logs can be changed so that the roll occurs anytime between 10 minutes and 24 hours. and errp for error log files. Transaction log files are generated in a standard format that can be parsed or saved by external applications. Understanding Transaction Logs The following table lists the formats used in a PPG transaction log. 8 Status Status: delivered The transaction logs use this format: Example Type: Outbound Col 1 Value Type Description The type of message: Outbound. PI: 1. Service is used for PPG Service Startup/Shutdown messages. Status: [value] Transaction log example: 12/03/2003 13:50:36:923 . 6 Device address (destination) Notification URL Device: +14255551212. Error log files display error and warning messages that are also viewable in the debug log file.2. and provides information . Notification. A directory to which the transaction log files are saved can be specified. MessageID: PI/64.3. This section describes the PPG configuration options. The rolled logs and the current logging file have file names with the following format: prefix-GYYYYMMDDHHMM. PI: [value].separator IP address of the Push Initiator 12/03/2003 13:50:36:923 PI: 1. Example PushID: PI/64. NotifyTo: [value]. Configuring the Push Proxy Gateway You can configure PPG using the RightFax interface. Table 16a Transaction log formats Table 16a Transaction log formats Col 5 Value Push ID Description Push ID extracted from the PAP message Subscriber number or address of destination extracted from PAP message Address to be notified when the message has been sent.LOG In the above format. either Delivered or Failed. Debug log files do not need to be enabled in order to generate and view the error log files.Type: Outbound.3. ToAddress: +14255551212.4. located in the located in the Service Name column. Accessing and Configuring the PPG After you make changes in the PPG interface via RightFax. For more information. 1. you must stop and restart the PPG service before the changes will take effect. In the left pane. Choose Start > Programs > RightFax Enterprise Fax Manager. see the previous section. Stopping and Starting the PPG Services The PPG and the PPG Administration run as Windows services and can be started and stopped via RightFax Enterprise Fax Manager. (described in the following sections). Click Stop Service to stop the selected service. In the left pane. select the server on which PPG is installed. Refer to the DocTransport Module chapter in this guide for more information. Click Start Service to start the selected service.3 Starting or stopping the PPG service. Service Name column. 2. 3. Right-click the PPG service that you wish to start or stop. Choose Start > Programs > RightFax Enterprise Fax Manager. Accessing PPG via RightFax You can access PPG configuration options via the Enterprise Fax Manager.to help you get up and running. To control the service from a remote computer. 3. Chapter 16 Text Messaging Using the Push Proxy Gateway 171 . use Terminal Services to log on to the server and use the Windows Service Control Manager. Important You must add PPG as a Transport in the Doc Transport Module before you can configure and use the PPG. The PPG Administration dialog box displays. 2. Figure 16. select the server on which PPG is installed. Note You should not use the remote feature of the Windows Service Control Manager. To access PPG via RightFax 1. Double-click Mobility Push Proxy Administration. 4 The Interfaces tab —Modem Administration Port The PPG Administration service listens on this port for configuration requests and uses 8901 by default.38 character-set (certain Scandinavian characters.38.INI file. Important Some of the ports used by the PPG by default are registered as service contact ports with the Internet Assigned Numbers Authority (IANA). GSM Modem and SMPP are supported. Chinese. If you encounter a port conflict. the content of the SMS message cannot exceed 70 double-byte characters. the PPG assumes that the text only uses characters contained in the GSM 7-bit default character-set. Since each Unicode character occupies two bytes. the SMS message must use the UCS-2 Message Encoding Format. Receive Message Port The PPG service sends inbound messages to RightFax via this port. Figure 16. Thai. the SMS specifications allow 160 7-bit characters to be carried in the 140-byte SMS message. If the PPG needs to send a message that includes characters that are not contained in the GSM 03. Send Message Port Enter the port number of the Internal Interface. This port uses 5002 by default.4 Administrator’s Guide 172 Using the Interfaces tab The Interfaces tab establishes connection details for the PPG. Note SMS message size limits When sending messages via the Modem connector. The Connector section of the tab displays different fields when you change the Active Connector. and so on). This port must be on the machine where PPG is installed. This is a port used for communication between the IIS extension and the PPG service. It should not be accessible by outside/Internet computers. all messages are carried in a single SMS message. US ASCII for most single-byte languages. US ASCII. Refer to http://www. UCS stands for Unicode Character Set. or UCS-2 for most double-byte languages.RightFax 9. In this case. you can assign a different port number by modifying the entries on the Interface page or editing the CPPG. The content of the message may therefore be up to 160 single-byte characters in length. The port value is 5001 by default.iana. a single SMS message holds 140 bytes of information. Message Encoding Format Select a message encoding format.org/assignments/port-numbers for a list of registered ports. Active Connector Choose the connector to be used by the PPG. as specified by GSM 03. . When sending SMS messages. In the GSM environment. SMSC Enter the telephone number of the SMSC used by the carrier to which your modem is subscribed.These fields are specific to the GSM Modem connector: These fields are specific to the UDP connector: Figure 16. RightFax 9.4 does not use the UDP connector. Enable Modem Select this checkbox to instruct PPG that the selected port is active and should use these configuration settings. The initialization string can be found in the phone’s manual. The default is “AT+CMGF=0”. Modem Init String Enter the initialization string. and Stop Bits Change the fields for Baud Rate.5 The Interfaces tab — UDP Modem Select an available modem from the drop down box. Baud Rate. Contact your carrier to get this number. Parity. and Stop Bits as appropriate for the modem in use. Chapter 16 Text Messaging Using the Push Proxy Gateway 173 . Number The phone number of the cell phone or cellular modem that will connect to the communications port. Data Bits. Data Bits. Default Destination Port — The PPG uses port number 2948. Parity. Port The port used to connect to the SMSC. Double Port Choose to instruct PPG to communicate with the SMSC via a dual port. Add an individual number by entering it in the upper field. System Type This is additional information used to identify the user and is provided by the carrier. Single Port Choose to instruct PPG to communicate with the SMSC via a single port. then clicking Add Range. SMSC IP Address The IP address of the carrier. This is the default. Add Range Click to specify the addresses as entered in the Address Range fields. depending on the SMSC implementation. Retry Interval The number of seconds the PPG waits to retry a connection. Clear Range Click to delete all of the numbers currently assigned to this connection.6 The Interfaces tab — SMPP Password This password is used to connect to the SMSC and is provided by the carrier.4 Administrator’s Guide 174 These fields are specific to the SMPP connector: Figure 16.RightFax 9. . Msg Lifetime The number of hours a message is considered valid. Timeout Interval The connection is no longer valid if a response is not received within this number of milliseconds. after a connection fails. in the format IP Address:Port. if one was assigned to you. Max Msg/Min The maximum number of messages sent per minute. The message is discarded if it is not delivered within this time frame. System ID This is identification on the carrier’s system. Add a range of numbers by entering the beginning of the range in the upper field and the end of the range in the lower field. Short Code Select if using a shortened phone number. It is provided by the carrier. SMPP Version The version number is generally 3. Address Range Input the range of phone numbers assigned to your SMPP connection. The assigned numbers in the range are automatically generated. such as a user name. Click Add Range. A transaction is defined as one message sent to one address.Using the License Management tab The License Management tab allows you to add or remove PPG licenses. One SMS message. so there is essentially no need for additional licenses.7 The License Management tab Serial Number — The full license key. equals 10 transactions. Chapter 16 Text Messaging Using the Push Proxy Gateway 175 . sent to one phone. Licensed transaction per minute — A license is automatically installed that allows 6000 transactions per minute. equals one transaction. Figure 16. This high number allows more licensed transactions than the server could ever possibly process. including a list of 10 phone numbers. For example: Delete — Click to remove a selected license from the list. One SMS message. Add — Click to add the license entered in the Serial Number field to the list of available PPG licenses. This option closes the current log file and opens a new one more frequently. Automatically rotate logs . so this setting should be off for normal operation.RightFax 9. Figure 16. To save the log files in a different directory. Debug logs can be quite large.LOG where G is the gateway ID. Debug Log . By default.Select to rotate log files automatically. By default. Important Enable the “Enable Debug Log” setting only if directed to do so by Captaris customer support. If the debug log is enabled. Note Log files must be saved on a local drive. The default is 90. the server’s log file is closed and a new log file is created at midnight each day. the rotated log files are saved in the PPG installation directory. The transaction log contains the Call Detail Records (CDR) and will be of the form: cppg-GYYYYMMDDHHMM. 90 days of previous log activity is saved. Rotate logs to separate directory .By default. See “Understanding Log Files” on page 169 for more information about log files. They cannot be saved to a mapped network drive. Type the value in hours and minutes (00:10 to 24:00). Rotate logs every n minutes — Specifies how often log files should be rotated. type the complete path of the target directory in this box.Select to enable a detailed log file of gateway activity.Enter a value for how many days old log files will remain on the system.4 Administrator’s Guide 176 Using the Logging tab The Logging tab determines how transaction and debug log files are collected. and the rest of the string is the date and time the log file started.8 The Logging tab Number of days to retain transaction logs . then the PPG service must be stopped and restarted before it will take effect. Retain Debug Logs for (Days) — Enter a value for how many days the debug log files will remain on the system. . In the Enterprise Fax Manager application. Select Modify and click Next. When you are prompted to reboot the computer. Close Enterprise Fax Manager. Click Next. you must have installed and configured the RightFax Push-Proxy Gateway. The Transport Configuration dialog box opens. select the option SMS Via Push-Proxy Gateway in the left pane and the click Select. (The DocTransport configuration program is described more thoroughly in Chapter 5. select Start > Programs > Enterprise Fax Manager. double-click RightFax DocTransport Module. Click Next at the opening screen. 11. 6. 3. If you did not select the Push-Proxy Gateway option when you ran the RightFax server installation. This opens a list of installation Start > Programs > Enterprise Fax Manager. Click the Add Transport button.Chapter 17 Adding SMS and Pager Services You can configure the RightFax server to send email. On the Setup Features screen. In the Service Name list. expand the RightFax Server under the local fax server in the left pane. To install the RightFax Push-Proxy Gateway 1. Press [INSERT] to add a new dialing rule. 10. 5. 177 . select Dialing Rules options. 13. In the Enterprise Fax Manager application. After the computer restarts. To send these alerts and notifications from RightFax. it must be installed now. 9. you must create a list of available services and providers. Click the Destination category and select Push Proxy Gateway for install. 7. Run Add/Remove Programs from Windows Control Panel. Complete the Installation Wizard according to the instructions tab and select SMS in the Send Via Transport box. 8. click the name of the RightFax server to configure in the tree in the left pane. “Configuring the DocTransport and BoardServer Modules”. pager messages. Close the DocTransport configuration program and select highlight RightFax Product Suite. in the RightFax Installation Guide. If you will be configuring SMS notifications. A list of services appears at the lower-right pane of the window. or SMS messages to fax users and administrators to alert or notify them of specific RightFax events. 2. and then click Change. This will add SMS functionality to the RightFax server. The RightFax Push-Proxy Gateway is installed as an optional component on the RightFax server. In the Select Transport dialog box. 12. 4. click Yes. you can copy one or more pager services from one RightFax server to another.0 servers). or send SMS messages (requiring the Captaris Push-Proxy Gateway). To add. Adding SMS and pager services To add a new pager service to RightFax. via TAP or UCP protocols (requiring any TAPI-compatible or AT-compatible modem). Managing SMS and Pager Services You must create a pager service configuration for each type of pager service your users subscribe to. (described on page 137). press INSERT or select New from the Edit menu. For information on completing the options in this dialog box. The Edit SMS/Pager Service Definition dialog box opens. If you copy pager services from a new RightFax server version to an earlier server version. you will lose configuration data that is not supported by the older server (in other words. or you can use the RightFax Alerting and Monitoring service to create and customize a list of server statistics to monitor and alert on (described in Chapter 18. or select Delete from the Edit menu. and then drag the selection to another server. “Using the Alerting and Monitoring Service”). see “Editing SMS and Pager Service Properties” on page 179.5 servers will not be available on version 8. Copying SMS and pager services from one server to another In Enterprise Fax Manager. After you have created a list of SMS and pager services. features on version 8. Users can be paged via SMTP email (requiring Internet connectivity). Fax server status alerts for administrators can be configured for individual administrative users (described on page 128). Select the pager services to copy. Deleting SMS or pager services To delete a pager service.4 Administrator’s Guide 178 After it is installed. . For information on configuring the RightFax Push Proxy Gateway. you can configure fax user notifications and administrative alerts. refer to the RightFax Push-Proxy Gateway Guide. edit.RightFax 9. or delete pager services. Fax status notifications and how they will be delivered are configured individually for each RightFax user (described on page 127). run Enterprise Fax Manager and click SMS/Pager Services under the desired RightFax server in the Fax Server Tree. A default notification method can also be configured for groups. select the service to delete and press DELETE. the Push-Proxy Gateway must be configured for your organization’s specific needs. or select Edit from the Edit menu.Editing SMS and Pager Service Properties To edit the properties of an existing service. Enterprise Fax Manager creates a copy of the service with the new name.2 TAP and UCP dial-up service configuration Configuring SMTP services Figure 17. Chapter 17 Adding SMS and Pager Services 179 . Figure 17. Each type of service you add has different configuration settings. select the pager service to edit and press ENTER.1 SMTP service configuration Service ID This is a descriptive ID for the service provider or type of service. You can also double-click the service. When you edit and change the service ID of a listed pager service. When you edit and change the service ID of a listed pager service. Some SMTP message servers require the sender’s SMTP address in order to process transactions. Service Type Select SMTP as the service type. SMTP Sender Address This is an SMTP mail address from which the page will be sent. rather than re-naming the service. Terminal Phone Number This is your service provider’s modem phone number (for TAP and UCP messaging only). rather than re-naming the service. SMTP Server The name of your service provider’s SMTP server. the sections that follow describe each type of service and the required configuration options. Enterprise Fax Manager creates a copy of the service with the new name. Configuring TAP and UCP Dial-up services TAP dial-up and UCP dial-up both have the same configuration options. Service ID This is a descriptive ID for the service provider or type of service. Service Type Select TAP Dial-up or UCP Dial-up as the service type. Configuring SMS services Figure 17. If a timeout occurs. for RightFax to successfully connect to the TAP or UCP messaging system. PPG Host (IP or Name) Use the default value for the PPG Host. enter the baud rate in the Port Speed box. Logging SMS and Pager Alerts SMS and pager alerts are logged in the Windows Event Log with a special event identifier. RightFax will abandon the call and no message will be sent. If you have installed one or more TAPI modems on your RightFax server. If you select a TAPI modem. Message Transaction Timeout The length of time. in seconds. the Direct Modem Parameters settings (described later) will be unavailable because those settings will be taken from your TAPI modem configuration on the RightFax server. Ignore TAPI Dialing Location Rules Ignores any specified dialing location rules (such as add 9 to dial out) if you have specified a TAPI modem in the Modem Communication Driver box (described earlier). Service Type Select SMS as the service type. The purpose of this identifier is to allow Windows monitoring systems to identify when an alert has . When you edit and change the service ID of a listed pager service.” Connection Timeout The length of time. Enterprise Fax Manager creates a copy of the service with the new name.4 Administrator’s Guide 180 Service Password The password your service provider requires to access their TAP or UCP messaging systems (if any). for RightFax to successfully send the message to the TAP or UCP messaging system. select “None. If your pager or SMS service provider recommends a baud rate for connecting to their TAP or UCP systems. PPG Port Number Use the default value for the PPG Port Number. Direct Modem Parameters These parameters are configured according to your modem type and phone system dialing requirements. Modem Communication Driver Specify the COM port for the modem on the RightFax server. If a timeout occurs. rather than re-naming the service. Provider Specify the specific provider for your UCP or TAP service.RightFax 9. RightFax will abandon the call and no message will be sent. If your provider is not listed here. in seconds.3 SMS service configuration Service ID This is a descriptive ID for the service provider or type of service. you can select from those modems as well. Maximum Message Size The maximum number of characters allowed by your service provider for pager or SMS messages. ” At least one person must be set up to receive an alert of each type to cause this logging to occur. filter for Source = “RightFax Server Module” and Category = “Administrative Alert. If no users are set up to receive alerts. To filter on these events. then none will be logged in the NT Event Log using the special event identifier.occurred without monitoring the contents of the event entry. Chapter 17 Adding SMS and Pager Services 181 . 4 Administrator’s Guide 182 .RightFax 9. If updates are found. To cancel Setup and install . check the box next to Do not check for updates and click Next. 4. 3. Setup can check for RightFax updates and other late-breaking information. the remote installation will fail. you may choose to run the Alerting service on a computer other than the RightFax server. If AutoRun is not enabled. The RightFax Product Suite Setup wizard opens. it will continue to operate and send alerts even if the RightFax server shuts down or experiences other problems. 2. Review the welcome screen and click Next.exe. To skip the update check and continue with Setup. 5. In addition. To install the RightFax Alerting service on a remote computer 1. and then define the statistics to monitor and their alert thresholds. this software is not installed on your system. Carefully read and accept the license agreement and click Next. all of the configuration for the service and the individual alerts is managed on the RightFax server that the service will be monitoring. RightFax 9. 6. No additional configuration on the remote computer is required.0 yourself. Setup will prompt you to install it. browse the DVD and run Setup. If AutoRun is enabled.Chapter 18 Using the Alerting and Monitoring Service The RightFax Alerting and Monitoring service lets you monitor a set of server statistics that you define in Enterprise Fax Manager and receive alerts relating to those statistics. When the Alerting service is installed on a remote computer.NET Framework 2. a menu of install options appears. the RightFax server that you will be monitoring. If either of these requirements are not met. To use the RightFax Alerting and Monitoring service. Make sure that the Alerting service is installed and enabled on Installing the Alerting and Monitoring Service The Alerting service is automatically installed and enabled on all RightFax Enterprise servers. When the Alerting service is installed on a remote computer.4 requires Microsoft .NET Framework 2. verify you have an active HTTP connection and click Check for Updates.0 or later. click OK. Insert the RightFax Product Suite DVD. follow the instructions in the Result section. To check for updates. If Installing the Alerting and Monitoring service on remote computers Because the RightFax Alerting service is designed to provide information about and send alerts relating to the RightFax server. click Cancel. 183 . you must first install and configure the service. To install. you must create a share of the Program Files\RightFax folder on the RightFax server that is accessible by the computer that will be running the remote service. The Alerting & Monitoring Configuration dialog box opens. When finished. Select the Alerting Module Setup component and click Next. . the Event Log can become full which may prevent new events from being logged. None. click Apply. Software that must be installed will have a status of Must Install. that the Alerting service will poll the RightFax server for statistics. click Apply. Click Browse to load and select a user account. No information is saved. 11. To begin installing RightFax software. The Preview Requirements step lists third-party software required by your chosen features and also lists the status of setup operations. This may take several minutes. Caution If you leave this value set to “Verbose” for long periods of time. Records critical errors only. This account must be a member of the local administrators group and must have the right to logon as service on the local computer.RightFax 9. click Next. click Next. Records errors and major events only. click Apply Event log level Specify the level of information logged in the Application Event Log under the service name “RightFax Alerting Module. Choose your installation folder and click Next. To apply your settings and install required third-party software.1 The Alerting & Monitoring Configuration General tab No other Setup components should be chosen. Configuring the RightFax Alerting Service To configure the Alerting and Monitoring service. This may take several minutes. When finished. To apply your settings and complete Setup. Normal. 14. 12. open Windows Control Panel and double-click RightFax Alerting Monitoring. 10. Click Custom followed by Next. Records all significant events and is most useful for tracking and resolving problems. The Alerting and Monitoring Configuration General Tab Figure 18. in minutes.4 Administrator’s Guide 184 7. Use the Test Account button verify account credentials. 13. The rest of this section describes the options on each of the tabs on this dialog box. Verbose.” You can select the following options: followed by Close. click Next. 8. Enter a Windows account to run RightFax services. Enter your RightFax server and click Next. 9. click Next. To continue. Terse. Refresh delay Specify the frequency. When finished. 15. Chapter 18 Using the Alerting and Monitoring Service 185 . The options on this tab let you configure how these programs will be launched by the Alerting service. If you want the Alerting service to authenticate to the RightFax server using NT authentication. you must select a Windows user account that has a corresponding RightFax user with NT authentication enabled.Repeat delay Specify the frequency. Select one of the following options: Same credentials as alerting service account. This account. Log on as Programs launched by the Alerting service require a Windows user account in order to access the network. you must also enter the password for the specified user account in the NT password box. If you select this option. that alerts will be sent when statistic thresholds are met. Programs launched by the Alerting service will use the same user account information as the Alerting service. For information on how to complete the options on this dialog box. Remote alerting service This option indicates that the Alerting service will operate on a computer separate from the RightFax server. For more information on installing and running the Alerting service remotely. Click this button to optionally specify a different Windows user account for the service to use. the Select service account dialog box opens. Select service account The RightFax Alerting service logs on to the network by default using the local system account. in minutes. Specify a Windows user account other than that used by the Alerting service.2 The Alerting & Monitoring Configuration Launch Program tab The RightFax Alerting service lets you optionally run a program (such as a batch file or other process) when thresholds for monitored statistics are reached. see “Installing the Alerting and Monitoring service on remote computers” on page 183. the Alerting service will not be started automatically by the Server module. When you select this option. see “Selecting a Service Account” on page 40. The Alerting and Monitoring Configuration Launch Program Tab Figure 18. If you select this option. Figure 18. Green. . Defining the Statistics to Monitor and their Alert Thresholds To create. Indicates that the statistic that has an associated alert condition. In the SMTP Server box.4 The Alerts and Monitors List The Alerting and Monitoring Configuration SMTP Tab Figure 18.RightFax 9. run Enterprise Fax Manager (see “Starting Enterprise Fax Manager” on page 109) and click Alerts & Monitors under the desired RightFax server in the Fax Server Tree. or delete individual alerts. edit. Each monitor is preceded by a colored icon to indicate its current status. but the condition has not been met.3 The Alerting & Monitoring Configuration SMTP tab The RightFax Alerting service lets you optionally deliver alerts as email messages via SMTP when thresholds for monitored statistics are reached. Red. The alerts and monitors that you create are displayed when you click Alerts & Monitors in Enterprise Fax Manager. Indicates that the statistic that has an associated alert condition. Indicates an error retrieving the value of the statistic. The email addresses to which alerts will be sent are configured for each individual alert in Enterprise Fax Manager (described in the next section). and the condition has been met. Blue. These icons are: Yellow. enter the name of the SMTP server that will transport these alerts.4 Administrator’s Guide 186 Allow program to interact with desktop Specifies whether the program launched will be accessible from the Windows desktop and usable by whomever is logged on when the service is started. Indicates that the statistic is being monitored but no alert has been set. Select the alerts you want to copy. These statistics can be configured entirely on the Monitor tab. or select Edit from the Edit menu. select the alert to delete and press DELETE or select Delete from the Edit menu. you can copy one or more alerts from one RightFax server to another. Actions and Message.The current value for the statistic you are monitoring is displayed in the Value column. If you copy alerts from a new RightFax server version to an earlier server version. Deleting alerts To delete an alert. Not all monitored statistics can be configured to deliver an alert.5 The Alert Properties Monitor Tab Adding new alerts To create a new alert. You will be prompted for confirmation that you want to delete the alert. Statistics that cannot be determined due to failure of the monitored service or other problems are indicated by a yellow icon. press INSERT or select New from the Edit menu. The Alert Properties dialog box opens. Description This is the alert description that will appear under the Description column in Enterprise Fax Manager. These tabs are described later in this section. will appear on this dialog box. For information on completing each of the options on each tab see “Editing Alert Properties” on page 187. select the alert to edit and press ENTER. The Alert Properties dialog box opens. Some of the statistics that you configure in this dialog box do not support alerts. Editing Alert Properties To edit the properties of an existing alert. you will lose any configuration data that is not supported on the older server. Monitored statistics that are configured to deliver alerts are indicated by a green icon in the ID column. Chapter 18 Using the Alerting and Monitoring Service 187 . You can also double-click the alert. Copying alerts from one server to another In Enterprise Fax Manager. If you select a statistic for which an alert can be configured. run Enterprise Fax Manager. Figure 18. two additional tabs. Statistics that cannot be configured to deliver an alert are indicated by a blue icon. and then drag the selection to another server in the Fax Server Tree. Name This is the name of the alert that will appear under the ID column in Enterprise Fax Manager. The statistics that you can monitor (selected in the Statistics to monitor box) will differ depending on the category you select. see Appendix D. Statistics related to the BoardServer service on the RightFax server. Select from the following options: completed in order to correctly define the statistic. “Alerting and Monitoring Statistics”. Fax Server. The Actions tab When you select a statistic on the Monitor tab for which an alert can be generated. You must complete the options on both of these tabs in order to generate an alert. These additional options must be . even though it is numbered as channel 0 in the BoardServer. click the [?] icon in the title bar and then click on the option to define. The statistics that you can monitor will differ depending on the category you select. Paging Server. See Appendix D. Depending on the statistic you select. This differs from the BoardServer configuration which starts numbering channels with 0 (zero). If you want to monitor the first fax channel. Statistic to monitor Select the statistic you want to monitor. Statistics related to email gateways. RPC Server. Statistics related to the local BoardServer and any remote BoardServer services. Gateway. Statistics related to the RPC server which coordinates communication between the RightFax server and other resources on the network. Local BoardServer. “Alerting and Monitoring Statistics” for a list of statistics that support alerts. Statistics related to WorkServers and the processes they control. All BoardServers. Statistics related to activity and events on the RightFax server.4 Administrator’s Guide 188 Category Alerts are divided into several categories. If you specify channel 0 in the alerting statistics to monitor. you must specify channel 1. it will be changed automatically to channel 1. Database.RightFax 9. Workserver. two additional tabs will appear on the Alert Properties dialog box: Actions and Message. additional options may appear below the Statistic to monitor box. Statistics related to the paging server used to send notifications via SMS and pages. For a description of each statistic in this list. Caution Alerting statistics that allow you to specify a fax channel number require that you start numbering from 1. Statistics related to the RightFax database. For a definition of these options. Alert on error If this option is selected. Click the New Action button in the Actions group box.6 The Alerting Properties Actions tab To create a new alert action 1. type a name for the alert to create. An alert will be generated only if the condition you select meets this threshold value. Figure 18. This opens the Action tab of the Edit Action dialog box. as well as the alert action to take when a statistic’s threshold is met. In the Name box.The options on the Actions tab let you define the conditions and thresholds under which an alert will be generated. an alert will be generated if the value for the statistic cannot be generated due to errors or other problems with the RightFax service being polled. and delete alert actions that will be taken when the statistic threshold is met. Figure 18. Follow these steps to create a new alert action: Chapter 18 Using the Alerting and Monitoring Service 189 . edit. You can configure multiple actions for each alert. Actions The options in this group box let you create. Threshold Specify a threshold value.7 The Edit Action dialog box Action tab 2. Condition Select the operator by which the threshold value will be evaluated. The network will pop up a message on the specified users computer. For a definition of each of these options. sent using these four methods: click the Time of Use tab. alerts on the Actions tab of the Alert Properties dialog box. Figure 18. select the type of alert to send. These additional options must be completed for the alert to successfully send. you must open the Control Panel and enable the Messenger service. 6. additional options will appear below the Action box. which is disabled by default. and then select a start and end time. An email message will be sent to a specified user via an SMTP server.4 Administrator’s Guide 190 3. When all of the options on the Action tab have been completed. A specified program will be launched. click the check box next to the alert name in the list of alerts. Alerts can be 4. To limit the alert to occur only on specific days. In the Action box. Note Network Broadcast notifications are not possible with Windows Vista clients. select the active Important If you are using Windows 2003 and wish to use Network Broadcast notifications. . The new alert will appear in the list of Depending on the type of alert action you select. 7. click the [?] icon in the title bar and then click on the option to define. SMTP. Click OK to save the alert. Program. 8. To enable the alert. The RightFax Alerting service lets you optionally run a program (such as a batch file or other process) when thresholds for monitored statistics are reached. A message will be sent to an SMS-capable device such as a cell phone or PDA. select the Limit use to the specified time option.8 The Edit Action Time of Use tab Network Broadcast. If you want to limit the alert to occur only at specific times. days under Days of the week to use this alert.RightFax 9. as the Messenger service is not included with Windows Vista. 5. SMS. To add a macro to the message. “Alerting and Monitoring Statistics” for a list of statistics that support alerts. See Appendix D. An example of the alert message will be displayed in the box below this option. Chapter 18 Using the Alerting and Monitoring Service 191 .The Message tab The Message tab on the Alert Properties dialog box only appears if a statistic you select in the Statistic to monitor box supports alerts. place the cursor in the Message box where you want the macro text to appear and then double-click the macro in this list. The options on this tab let you define the message text of the alert that will be sent.9 The Alerting Properties Message tab Message Enter the message text of the alert. Macros This is a list of macros that can be included in your message text. You can use any combination of text and macros from the Macros list. Figure 18. 4 Administrator’s Guide 192 .RightFax 9. select the Network program in Control Panel. Click SNMP Service and click OK. If SNMP Service does not appear in the Network Services list.Chapter 19 Using SNMP Alerting The RightFax SNMP Alerting feature collects status data from the RightFax server and returns it to a monitoring application for processing and reporting. and click Continue. 3. You will be prompted to insert your Windows CD. 4. and alerts can be enabled or disabled according to their severity. To use SNMP Alerting. and If the SNMP service has not already been installed on the RightFax server. To install the Microsoft SNMP Service 3. On the RightFax server. and then click the Services tab. 2. select the Network program in then click the Traps tab. 193 . and Informational. 4. 2. close the Network dialog box. machine on your network where you want to send RightFax SNMP alerts (each machine used for network monitoring). Insert the CD. On the RightFax server. and then click the Services tab. enter the IP address of each Windows Control Panel. add the community name Public. the Microsoft SNMP service must be installed on both the RightFax server and on the network server that will monitor messages. Warning. specify the drive letter of your CD-ROM drive. In the Trap Destination box. Once the SNMP service has been installed. RightFax alerts can be sent to an unlimited number of network monitoring stations on your network. follow these steps: 1. Error. Configuring the SNMP Service on the RightFax Server To configure the SNMP service properties 1. RightFax alerts are divided into four severities: Critical. Double-click SNMP Service in the list of network services. SNMP Alerting also actively sends status messages and alerts to your network monitor application for realtime monitoring of RightFax processes. Click OK. click Add. In the Community Name box. The RightFax SNMP Alerting feature also allows RightFax services to be stopped and restarted directly from your network monitor application. Both of these files are installed by default to the RightFax server in the RightFax\SNMP folder. The fax server can send up to nine alerts to your SNMP network monitor. In RightFax terms.” “One or more drives on the fax server are approaching critically low disk space (<150 MB). RightFax includes a utility that automates this configuration for HP OpenView Network Node Manager. Warning Critical Receiving RightFax Alerts in Your Network Monitor RightFax SNMP Alerting actively pushes RightFax alerts to your SNMP-capable network monitoring application. execute the appropriate command(s) to load new SNMP MIB variables and trap definitions. .” Warning One or more fax channels have gone down due to line failure. This file is installed by default to the RightFax server in the RightFax\SNMP folder.bat from a command line on the Network Node Manager machine. The RightFax server is unable to communicate with the Exchange server. This helps you ensure that problems with the RightFax server are reported and addressed promptly.“ “The fax server internal queue is more than 90% utilized. “Critical” is severity level one. In the network monitor. and “Warning” is severity level three. Table 19a RightFax SNMP Alerts Alert message “All BoardServers are down.” “One or more drives on the fax server are critically low on disk space (<50 MB). The MIB variables for RightFax SNMP Alerting are located in a file called Avtc.” Default severity Definition Critical All BoardServers attached to this fax server have gone down. “Possible phone line failure Critical on channel #. Critical The RightFax internal event queue is more than 90 percent utilized.RightFax 9. Fax sending and receiving is not currently operating.” “RightFax Email Gateway Module on FaxServerName: The Exchange Connector has not responded in a timely fashion. One or more drives on the RightFax server have less than 50 Mb free. run the file Rfhpov. Many fax server functions have been suspended. The following table defines each RightFax alert. One or more drives on the RightFax server have less than 150 MB free. SNMP Alerting also lets you query several variables on the RightFax server so you can view the status of the fax server in real time. your organization’s network monitor application must be configured to recognize the RightFax SNMP Alerting Management Information Base (MIB) variables and trap definitions. Inbound message processing temporarily disabled. three consecutive no-dial tone errors within 45 minutes.4 Administrator’s Guide 194 Configuring the Network Monitor Application Before it can receive SNMP alerts from the RightFax servers. To automatically load the MIB variables and trap definitions in Network Node Manager.conf. The default RightFax severity is also listed. “Error” is severity level two.mib and the trap definitions are located in Rftrapd. however your network monitor software may be configured to use different terminology. ” Default severity Definition Critical A fax server was shut down unexpectedly. Please refer to your network monitoring application’s documentation for information on editing variables in the MIB.Right-FAX. Querying RightFax Status Variables The RightFax SNMP MIB is comprised of 12 objects. expand the MIB tree to: . but the hierarchy of severities remains the same.iso. There are more than 1.iso. which may prevent new events from being logged.private.” Changes to these variables take effect immediately. refer to the RightFax Administrator’s Guide.rfServerTraps This object contains four editable (read/write) variables: Alert message “The fax server process was not properly shutdown.dod.AVTC.000 fax pages in the fax queue. The “Terse” setting records critical errors only.internet. “Verbose” records all significant events and is most useful for tracking and resolving problems but can cause the event log to fill up quickly. “The send queue depth on Critical server ServerName is currently: #/# (faxes/pgs). To query the RightFax variables in your network monitoring application. Because SNMP alerts are generated from the Windows Event Log on the RightFax server machine.enterprises.Right-FAX.000 faxes or 10.org. the event log level of each individual RightFax service must be set to an appropriate level.” “Unable to communicate with BoardServer ServerName (error 2)” Error rfSvrEnableCriticalTraps rfSvrEnableErrorTraps rfSvrEnableWarningTraps rfSvrEnableInformationalTraps Each alert severity indicates how vital the component is to the operation of the RightFax server. These variables provide realtime status information on the RightFax server. RightFax does not send specific “clearing” alerts that indicate when the cause of an alert has been resolved. expand the MIB tree to: .internet. Alerts generated by RightFax SNMP Alerting are stored in your network monitor under the “RightFax Server Alerts” category. rfFaxServer.org.Table 19a RightFax SNMP Alerts (Continued) Enabling and disabling RightFax alerts The RightFax SNMP MIB contains four variables that let you enable or disable the RightFax alerts according to severity. rfFaxServer 195 .AVTC. each made up of several variables. For information on configuring the event log level for each RightFax service. Each variable can be set to either “objectENABLE” or “objectDISABLE.private.enterprises. Please refer to your network monitoring application’s documentation for information on displaying and managing alarm messages. These severity levels may use different names in your network monitoring application.dod. but at least one other BoardServer is still running. To edit these variables. One BoardServer is down. “Critical” and “Error” alerts indicate a loss of fax functionality. “Warning” and “Informational” alerts indicate a loss of fax capacity. Text of warning alert reported by the RightFax server.1.9.9.1. rfSvrBoardSvrAvailIndex rfSvrCurrentFaxesQueued . Notif. rfFaxServer (.1) rfDatabaseModule (.1) rfGatewayModuleEntry (.2) rfWorkSvrFunctionEntry (. Integer Availability of the server’s fax boards).8) rfWorkServers (.10.1) rfFaxServer_OV_v1Traps_ (.4.6) rfQueueHandler (.1) rfServerTraps (. rfSvrEventsProcessed their definitions grouped according to the objects they are contained in.1. The following tree lists each object in the RightFax SNMP MIB tree.4) rfBoardInfoTable (.1) rfServerModule (.4 Administrator’s Guide 196 All addresses below this branch point to a RightFax SNMP object or variable.1.10) rfGatewayModuleTable (.9.2) rfChannelInfoEntry (. This is a notification type variable and cannot be queried or edited. Text of error alert reported by the RightFax server.2) rfBoardServerModule (.1) rfEMailGateway (.1.1) rfWorkSvrFunctionTable (.RightFax 9. Text of informational alert reported by the RightFax server.1) rfChannelInfoTable (.1) rfWorkSvrModuleEntry (. Objects in bold contain variables.0) rfServer (. please refer to the documentation for your particular application.1.5) rfRPCServerModule (. Integer Total number of events processed by the fax server since the Server module was started.6.3) rfBoards (.3529. This is a notification type variable and cannot be queried or edited.2.7) rfPagingServer (. This is a notification type variable and cannot be queried or edited.4. For information on using your network monitoring application to access the MIB tree and query variables in the MIB.9) rfWorkSvrModuleTable (. Variables in boldface are editable.4. This is a notification type variable and cannot be queried or edited.4.2. Integer Current number of outgoing faxes waiting to be sent.11) The following tables list each of the RightFax SNMP variables and rfFaxServer_OV_v1traps_ Table 19b Variables in the rfFaxServer_OV_v1Traps_ MIB Object Variable rfSvrCriticalTrap Type Definition Notif.9.10.4.3. rfServer Table 19c Variables in the rfServer MIB Object Variable rfSvrQueueUsage Type Definition Integer Percentage of the fax server’s internal Event Queue currently in use. Text of critical alert reported by the RightFax server. rfSvrErrorTrap rfSvrWarningTrap rfSvrInformationalTrap Notif. Notif.1) rfBoardInfoEntry (.2. rfBoardSvrModuleTimeRunning String 197 . Integer Total number of faxes received on this server since the All-Time Counter starting date (rfSvrAllTimeCounterStart). Integer Percentage of disk space on the fax server available for storing fax database information. rfSvrDiskAvailForfaxDB rfSvrModuleServiceStatus Integer Current Fax Server service state. BoardServer module version number. rfSvrAllTimeFaxesSent rfBoardServerModule Table 19e Variables in the rfBoardServerModule MIB Object rfSvrAllTimePagesSent Variable Type Definition BoardServer service name. Integer Total number of faxes sent from this server since the All-Time Counter starting date (rfSvrAllTimeCounterStart). rfSvrModuleTimeRunning String Length of time the Fax Server service has been running. rfSvrAllTimeCounterStart Integer Starting date from which the “All-Time” statistics are calculated.Table 19c Variables in the rfServer MIB Object (Continued) rfServerModule Table 19d Variables in the rfServerModule MIB Object Variable rfSvrCurrentPagesQueued rfSvrDiskAvailForfaxImages Type Definition Integer Current number of outgoing fax pages waiting to be sent. Fax Server module version number. Variable rfSvrModuleServiceName rfSvrModuleVersionNumber Type String String Definition Fax Server module service name. Integer Total number of fax pages sent from this server since the All-Time Counter starting date (rfSvrAllTimeCounterStart). Length of time the BoardServer has been running. rfBoardSvrModuleServiceName String rfBoardSvrVersionNumber rfBoardSvrModuleStatus String rfSvrAllTimeFaxesReceived rfSvrAllTimePagesReceived Integer Total number of fax pages received on this server since the All-Time Counter starting date (rfSvrAllTimeCounterStart). Integer Percentage of disk space on the fax server available for storing fax images. Integer Current BoardServer service state. Integer Channel table index (lists each installed fax channel). Database module version number.rfChannelInfoEntry MIB Object (Continued) Variable rfChannelCompression rfChannelPagesInCall Type String Definition Data compression method.rfBoardInfoTable. Current rate of transmission.rfChannelInfoEntry MIB Object rfDatabaseModule Table 19h Variables in the rfDatabaseModule MIB Object Variable rfChannelIndex rfChannelChannel Type Definition Variable Type Definition Database module service name. RPC module version number. Channel state. Each installed fax board type. Remote ID of machines sending incoming faxes. Destination User ID for incoming faxes. Current operational status of all channels.rfChannelInfoTable.rfChannelInfoTable. String Length of time the Database service has been running.RightFax 9. rfBoards. Inbound routing code for all incoming faxes.rfChannelInfoEntry Table 19g Variables in the rfBoards. rfDatabaseSvrModuleServiceName String rfDatabaseSvrVersionNumber rfDatabaseSvrModuleStatus rfDatabaseSvrModuleTimeRunning String rfChannelOperation rfChannelRoutingCode rfChannelPhoneNumber rfChannelUserID rfChannelState rfChannelRemoteID rfChannelRate String String String String String String String Integer Current Database module service state. rfBoardName String rfChannelMinutesRemain Integer Estimated number of minutes remaining until end of transmission. Destination phone number of outgoing faxes.rfChannelInfoTable.4 Administrator’s Guide 198 rfBoards. Variable rfBoardIndex Type Definition Integer Fax board index. String Channel numbers and [S] or [R] flag indicating send or receive functionality. rfRPCSvrModuleServiceName String rfRPCSvrVersionNumber String .rfBoardInfoEntry Table 19f Variables in the rfBoards. Integer Number of fax pages being transmitted during this call. rfRPCServerModule Table 19i Variables in the rfRPCServerModule MIB Object Variable Type Definition RPC module service name.rfBoardInfoEntry MIB Object Table 19g Variables in the rfBoards.rfBoardInfoTable. rfWorkSvrModuleEntry MIB Object Variable rfQueueHandlerModuleServiceName String rfQueueHandlerModuleStatus Variable rfWorkSvrModuleIndex rfWorkSvrModuleServiceName Type Definition Integer Current Queue handler service state.rfWorkSvrModuleTable. Each WorkServer module version number. String Each WorkServer module service name. Paging module version number. Length of time the RPC service has been running. Integer WorkServer module table index (lists all WorkServers).rfWorkSvrModuleTable. Table 19l Variables in the rfWorkServers.Table 19i Variables in the rfRPCServerModule MIB Object (Continued) Table 19k Variables in the rfPagingServer MIB Object (Continued) Variable rfRPCSvrModuleStatus Type Definition Variable rfPagingSvrModuleStatus rfPagingSvrModuleTimeRunning Type Definition Integer Current RPC module service state. rfQueueHandlerModuleTimeRunning String rfWorkSvrModuleVersionNumber String rfPagingServer Table 19k Variables in the rfPagingServer MIB Object rfWorkSvrModuleStatus rfWorkSvrModuleTimeRunning Integer Each WorkServer module service state. Variable Type Definition Paging module service name. String Length of time the Paging module has been running. Integer Current Paging module service state. Length of time the queue handler has been running.rfWorkSvr ModuleEntry Type Definition Queue handler service name. String Length of time each WorkServer has been running. rfRPCSvrModuleTimeRunning String rfQueueHandler Table 19j Variables in the rfQueueHandler MIB Object rfWorkServers. rfPagingSvrModuleServiceName String rfPagingSvrVersionNumber String 199 . Integer Is Archive service processed? (Yes/No) Integer Is Cover sheet service processed? (Yes/No) Integer Is CVL service processed? (Yes/No) Integer Is FileRoute service processed? (Yes/No) Integer Is Overlay service processed? (Yes/No) Integer Is PCL5 service processed? (Yes/No) Integer Is Print service processed? (Yes/No) rfWorkSvrFunctionArchive rfWorkSvrFunctionCoverSheet rfEMailGateway.rfWorkSvr FunctionEntry Table 19m Variables in the rfWorkServers.rfWorkSvrFunctionEntry MIB Object Table 19m Variables in the rfWorkServers.rfGatewayModuleTable. rfGatewayModuleServiceName rfGatewayModuleVersionNumber String rfGatewayModuleStatus rfGatewayModuleTimeRunning rfWorkSvrFunctionNetMessaging Integer Is Network Messaging service processed? (Yes/No) rfWorkSvrFunctionDelImageFile rfWorkSvrFunctionOCR Integer Is Delete Image File service processed? (Yes/No) Integer Is OCR service processed? (Yes/No) Integer Current state of each gateway service.rfWorkSvrFunctionTable.rfGateway ModuleEntry Table 19n Variables in the rfEMailGateway. String Each gateway service name.rfGatewayModuleTable.rfWorkSvrFunctionTable. String Length of time each gateway has been running.rfWorkSvrFunctionEntry MIB Object (Continued) Variable rfWorkSvrFunctionInterConnect Type Definition Variable rfWorkSvrFunctionIndex Type Definition rfWorkSvrFunctionPostscript Integer Is InterConnect service processed? (Yes/No) Integer Is PostScript service processed? (Yes/No) Integer Workserver function table index (lists all WorkServers).4 Administrator’s Guide 200 rfWorkServers.rfGatewayModuleEntry MIB Object rfWorkSvrFunctionCVL rfWorkSvrFunctionFileRoute rfWorkSvrFunctionOverlay rfWorkSvrFunctionPCL5 rfWorkSvrFunctionPrint Variable rfGatewayModuleIndex Type Definition Integer Gateway module table entry index (lists each email gateway).rfWorkSvrFunctionTable.RightFax 9. . Each gateway module version number. Please refer to your network monitoring application’s documentation for information on editing variables in the MIB. or paused).rfServerTraps Table 19o Variables in the rfServerTraps MIB Object Controlling RightFax Services From Your Network Monitor Each RightFax service object in the MIB contains a status variable. rfSvrEnableInformationalTraps Integer Informational alerts enabled/disabled. There are a total of eight service status variables. rfSvrEnableCriticalTraps rfSvrEnableErrorTraps rfSvrEnableWarningTraps Integer Critical alerts enabled/disabled. Source of the alert. each contained in a separate MIB object: Variable rfSvrTrapComputer Type String Definition Computer that generated the alert. In most cases. Troubleshooting the RightFax Alerts SNMP alerts are designed to call attention to events or conditions on the RightFax server that may effect your server’s ability to send and receive faxes. Integer Error alerts enabled/disabled. 201 . the rfDatabaseModule object contains the variable rfDatabaseSvrModuleStatus. rfSvrModuleServiceStatus rfBoardSvrModuleStatus rfDatabaseSvrModuleStatus rfRPCSvrModuleStatus rfQueueHandlerModuleStatus rfPagingSvrModuleStatus rfWorkSvrModuleStatus rfGatewayModuleStatus rfSvrTrapMessage When queried. String Alert notification message. Each variable can be set to either “statSERVICE_STOPPED” or “statSERVICE_RUNNING. This variable is used only for trap notifications and cannot be queried or edited. This variable is used only for trap notifications and cannot be queried or edited. The actual causes of these events and conditions are not reported as part of the SNMP alerts. reviewing the Event Log on the server which is reporting the alert will provide details as to the cause of the alert. Integer Warning alerts enabled/disabled.” Changing any of these variables automatically instructs the RightFax server to start or stop the appropriate service. This variable is used only for trap notifications and cannot be queried or edited. This variable is used only for trap notifications and cannot be queried or edited. You can also edit these variables to manually start or stop the services on the RightFax server. rfSvrTrapSource String rfSvrTrapSeverity Integer Severity of the alert. started. these variables list the current state of the service on the RightFax service (such as stopped. For example. Additional SNMP alerts may be generated as a result of this action.) 3. 2. RightFax relies on the network for much of its functionality.4 Administrator’s Guide 202 The troubleshooting information in this chapter is designed to point network administrators who have a familiarity with RightFax to the most common causes and solutions for each the nine SNMP RightFax alerts.exe -d -1 This runs the BoardServer module as a session in a window in debug mode. check the application log in the Windows Event Viewer for details. If RightFax alerts persist after following these steps. If this does not alleviate the storage problem. For information on running Faxage. 4. the failure may be due to problems with network connectivity between the remote BoardServer machine and the RightFax server. Run Regedt32. and appears to be running normally but the alert persists. attempt to run the BoardServer in a window. debug information is displayed and the reason for the BoardServer failure should appear as the last line of the debug text. If running FAXAGE is not an option. change to the RFBoard folder and enter: boardsrv. If the application log does not provide adequate information to RightFax\Image folder. As the board initializes. 3. as a client-server application. you can move the resolve the problem. If it is exceptionally large. However. . check the application and attempt to restart the BoardServer(s). RightFax will automatically stop processing additional fax traffic until both the drive that RightFax is installed on and the drive that Windows is installed on have more than 50 MB available.exe on the RightFax server and add a new REG_SZ entry called “Image” to the HKEY_LOCAL_MACHINE\Software\RightFax key and set its value to “D:\RIGHTFAX\IMAGE” (where D is the new drive). the steps included here may not always resolve the cause of the alert. Run Enterprise Fax Manager and check the status of the All BoardServers down This alert indicates that all primary and remote BoardServer services have failed. consider running the FAXAGE utility. contact your RightFax administrator and/or network administrator. On the RightFax server and any machines running remote BoardServers. Critically low disk space This alert indicates that one or more drives on the RightFax server have fallen below 50 MB of available space.RightFax 9. Restart the RightFax Server module. 2. create a RightFax\Image folder on a new drive with sufficient free storage space. If the RightFax Server module has not already stopped. Stop the RightFax Server module and move all of the images from the old RightFax\Image folder to the new one. If the BoardServer(s) fail to start. 1. stop it. Uninstall any unnecessary applications from the RightFax server using the Add/Remove Software program in Control Panel.exe please refer to the RightFax Administrator’s Guide. First. This will delete faxes from the server database based on the age of the fax. If a RightFax BoardServer module on a remote machine starts RightFax\Image folder to a new drive. 1. Because network related problems can trigger RightFax alerts. Run Enterprise Fax Manager or the Windows Services RightFax services. (There may be additional lines of information associated with the BoardServer module shutting down again after the failure. A modest increase to the event queue size will not have any adverse effects on the RightFax server itself. needs to be increased. but is intended to warn you that resources are getting low. If the Faxdata. change the value to 3000 (decimal). run the Services program from Low disk space This alert indicates that one or more drives on the RightFax server have less than 150 MB free. 2. On the RightFax server run REGEDT32. If users are set to receive notifications via Network Broadcast and no WorkServer is set to perform the “Network Broadcast” task. Increasing the event queue will prevent this from happening again.” the fax server will constantly monitor the faxes and repeatedly notify the users that their faxes need attention. all the notification requests for the users will remain in the Faxdata. The fax server should return to normal operation. occupying event queue resources. During a period of low fax traffic. add it and set its value to 3000. Look for the REG_DWORD entry “QueueSize” in the HKEY_LOCAL_MACHINE\Software\RightFax\FaxServer key. This condition by itself should not effect your server’s fax functionality. If the connector still appears to be running. Attempt to restart the connector on the Exchange server 3. 1. Also.Exchange server is not responding This alert indicates that the RightFax server is unable to communicate with the Exchange server. the work requests will go unresolved and stack up. If the entry is not there. too many events are through Windows Services. if users have enabled automatic OCR of received faxes and no WorkServers are set to perform OCR. This will automatically stop the Database module and the WorkServer modules. Go to the RightFax\Database folder and check the size of the Faxdata.D0F file is 2 MB or larger. If the entry is there. Fax server event queue full This alert indicates that the RightFax internal event queue is more than 90% utilized. 1. Control Panel and stop the RightFax Server module. The most common cause of this file becoming too large is unresolved work requests involving fax notifications and/or OCR. For more information on diagnosing and resolving RightFax database problems. shut down and restart the connector. 2. If the is between 500 KB and 2 MB.D0F file. please refer to the RightFax Administrator’s Guide. Similarly. the event queue size queued and not being resolved. This is probably due to a failure of the RightFax connector for Exchange which is the service responsible for all communications between the two systems. Please see the troubleshooting steps for “Critically Low Disk Space” (page 202) for information on resolving this alert. the alert was probably the result of a large fax broadcast or unusually high fax volume. Restart the RightFax Server module. To get the RightFax server back online. if users have a large number of faxes in their FaxUtil mailboxes with a status of “Info Not Complete. Run the Services program from Control Panel and stop and restart the RightFax Server module.D0F file. This indicates that too many events currently require the attention of the RightFax Server module. 203 . The most common result of an unexpected shutdown is the BoardServer configuration program and deactivate the channel that is generating the alerts. but at least one other BoardServer is still running. If using a of PBX. consider increasing your total number of channels. can prevent the RightFax Server module from starting. To “release” a fax. If one or more BoardServer services are down. You can verify this by running the Windows Services application on each remote BoardServer machine to confirm that they are all operating correctly. which. confirm that the green light on the fax board be released or resent by the creator of the fax. 4. Monitor services and the Event Viewer for any problems. Ensure that the server has recovered properly and is stable. 2. if severe. For T1 installations. verify that the line is still active through the PBX. Run the BoardServer configuration program and reevaluate each channel’s send/receive capability. Send queue too deep This alert indicates that there are more than a predefined number of faxes or fax pages in the fax queue waiting to send. please refer to the RightFax Administrator’s Guide. If this is the case. Verify that there are no other problems being reported with the server or phone lines that might prevent all of your outbound fax channels from being used. To prevent additional alerts while diagnosing the problem. If this alert appears frequently. and then select Fax > Status > Release. contact your network administrator. highlight the fax in FaxUtil.4 Administrator’s Guide 204 Probable line failure This alert indicates that one or more of the fax channels have gone down due to line failure. 5. 1. 3. If your fax traffic exceeds the capability of all of your fax channels. 3. 1. The RightFax services should restart automatically. . 2. too few fax channels may be dedicated to outbound faxing. One BoardServer down A BoardServer attached to this server has gone down. 2. run Server improperly shut down This alert indicates that a fax server was shut down unexpectedly. Faxes that were in progress during the shutdown may need to standard phone to verify that the line is still active. 3. Disconnect the phone lines from the server and attach a database corruption. This alert is only generated when the BoardServer returns certain errors in sequence over a given period of time and is the direct result of phone line problems as opposed to a failure on the RightFax server. This indicates a sudden and unexpected loss of power. but rather the loss of network connectivity between the RightFax server and a remote BoardServer machine. 1. that indicates the T1 line is active is lit. This alert is generally not produced as the result of a BoardServer going down. Verify that all phone lines are correctly and securely attached to the fax board(s). refer to the instructions for the “All BoardServers down” alert (page 202). For information on diagnosing and resolving RightFax database problems.RightFax 9. InterConnect. Because servers can be in different locations or serve groups with varying needs. press INSERT or select New from the Edit menu. To add. all faxes to a certain area code can be sent via WAN to another RightFax server in your organization at that area code to be sent as a local call. or delete dialing rules in RightFax. Managing Dialing Rules When creating a dialing rule. or otherwise manage dialing rules created by RightFax 9. and testing tools. a number pattern) and then attach rules and restrictions to faxes whose destination fax number matches that pattern. load balancing. you must create an appropriate list of dialing rules for each server. the fax server weighs each rule according to how closely it matches the fax number. using dialing rules. edit. The Rule Edit dialog box opens. 205 . dialing rules are server-specific. all international faxes can be restricted to send only at times of day when rates are lowest. For information on completing each of the options in this dialog box. Adding dialing rules To add a new dialing rule. Intelligent Least-Cost Routing is comprised of several RightFax components: dialing rules. edit. If you have multiple RightFax servers. As another example. according to their destination fax numbers. For example. saving long-distance charges.Chapter 20 Creating Dialing Rules and Least-Cost Routing Plans Dialing rules allow precise control of outbound faxing by specifying rules and restrictions over how faxes are sent. you specify the fax number (or. using wildcards.4 sofware. run Enterprise Fax Manager and click Dialing Rules under the desired RightFax server in the Fax Server Tree. Important The RightFax 9. see “Editing Dialing Rules” on page 206. destination tables. In cases where one fax number matches multiple dialing rule patterns. and then sends the fax according to the rule with the greatest weight. RightFax Intelligent Least-Cost Routing™ (LCR) routes outbound faxes between servers on a wide-area network (WAN) in order to minimize long distance and other telephone charges.0 version of Enterprise Fax Manager cannot create. The Rule Edit dialog box opens. Editing Dialing Rules To edit the properties of an existing dialing rule.5 servers will not be available on version 8. To save changes or additions to your dialing rules. an asterisk appears next to the Dialing Plan icon in the server tree.0 servers). as well as the pound [#] and asterisk [*] keys. If you copy dialing rules from a new RightFax server version to an earlier server version. Select the rules you want to copy.RightFax 9. You can also double-click the dialing rule. you can copy one or more dialing rules from one RightFax server to another. The Matching tab Figure 20. Pattern The destination fax number or number pattern that the dialing rule will apply to. select the rule to edit and press ENTER. press CTRL+S or select Save Dialing Plan from the File menu.4 Administrator’s Guide 206 Deleting dialing rules To delete a dialing rule. The pattern can include the digits 0–9. or spaces in the pattern string. features on version 8. run Enterprise Fax Manager. If you have unsaved dialing rules. and then drag the selection to another server. parentheses. . select the rule to delete and press DELETE. RightFax ignores any hyphens. Copying dialing rules from one server to another In Enterprise Fax Manager. or select Edit from the Edit menu. you will lose configuration data that is not supported by the older server (for example.1 The Rule Edit Matching Tab Saving dialing rules Changes you make to dialing rules are not automatically saved when you quit Enterprise Fax Manager. The amount of information copied is configured in the Enterprise Fax Manager Preferences dialog box (see “Setting Preferences” on page 110). or select Delete from the Edit menu. ~ Matches zero or one digit. must always appear at the end of number string.) Edit the REG_DWORD entry of ValidPatternChars.) Browse to the subkey of HKLM\Software\RightFax\DocTransport. “415-320-7???” matches any number that starts with 415-320 and has its final four digits between 7000 and 7999. This lets you define a dialing rule that can offload outgoing fax traffic to another server when the load on the current server gets too high. For example. Only faxes with the priority levels selected here will be considered for this rule. “~~415+” matches 1-415-320-7000. “~415+” matches any number beginning with 415 or [digit]415 including 415-320-7000.) Add the value data of 0123456789*#~\.g. and 2415.) Open the Windows Registry on the RightFax server.You can use wildcards to define variables in the number pattern and thereby specify a range of numbers that the rule will apply to. and 415-320-7000. 1-415-320-7000. “415+” matches any number that begins with 415.) Close the Windows registry. Table 20a Dialing Rule Pattern Wildcards Wildcards decrease the weight of a pattern match because they are always less specific than an exact match. non-production faxes only. 9-1-415-320-7000. 4. Minimum Fax Size Specify the minimum number of pages a fax must be before this rule will be considered. 3. can be placed anywhere in the number string. Matching based on priority can be useful when doing fax broadcasts or other large volume faxing.” Chapter 20 Creating Dialing Rules and Least-Cost Routing Plans 207 . ? Matches exactly one digit. Fax Traffic Type Apply the dialing rule based on whether the fax was generated by the RightFax Integration Module. 2.3]+” matches all numbers that begin with 415 and have a three-digit prefix defined in the destination table “EAST. The following table lists each wildcard that can be used in the Pattern box and its definition. This lets you define a dialing rule that can offload very large faxes to another server. %[tableID. leaving the local server free to send only smaller faxes. It can also be useful for universal redirection of faxes (e. You can restrict the rule to production faxes only. “415-???-????” matches any number within the area code 415. Minimum Queue Depth Specify the number of fax pages that must be waiting in the server’s queue before this rule will be considered. send all high priority faxes from Server2 instead of Server1). or apply the rule to all faxes. . 415-4455. but will always be matched with the first rule because it is more specific. the fax number 520-320-7000 matches the pattern “520-320-700?” and “520+”.#] Matches digits defined in a destination table to the number of digits specified (see “Managing Destination Tables” on page 214). 5. “415-%[EAST.. Priorities Restricts rule matching by the priority assigned by the user to the fax. and 4151. Wildcard + Definition Matches zero or more digits. Examples “+” matches any fax number entered. Note To add the comma symbol to the list of supported wildcards you must edit the Windows registry to contain the following information: 1. 415-3222. including 415-320-7000. or groups in your organization. Separate multiple entries with commas. click All But These. Enter one or more names of the servers. users. click Only These.4 Administrator’s Guide 208 The Restrictions tab Each dialing rule can be restricted to specific servers. Figure 20. Enter one or more names of the servers. To apply the rule to only the IDs you specify. Figure 20. users. These options let you add or remove digits from the beginning or end of the destination fax number.RightFax 9. click All (Every). or groups to which the rule applies. Separate multiple entries with commas.3 The Rule Edit Number Adjustments Tab You have the following options: To apply the rule regardless of the origin of the fax. This can be used to automatically add a “1” to long distance calls or to add a “9” if . users. To apply the rule in all cases except the IDs you specify.2 The Rule Edit Restrictions Tab The Number Adjustments tab The Number Adjustments tab specifies how fax numbers that match the dialing rule should be modified in order to properly send from the specified destination. or groups that are exempt from the rule. 1-second pause (you can combine several of these characters to increase the length of the pause). You can also include special dialing characters that have special meaning to RightFax. 5-second pause (you can combine several of these characters to increase the length of the pause). Replaced in the dial string by the user’s domestic long distance Auto Billing Code (see “Configuring automated billing codes” on page 49). The following table lists the dialable characters and their definitions (characters are not case-sensitive). Hook-flash signal. Do not append the dialing postfix. Replaced in the dial string by the fax’s ToContactNum value (the recipient’s voice number). Note RightFax can specify a global dialing prefix for all outbound faxes in your Global Board Settings (see “Configuring BoardServer Global Board Settings” on page 67). Required for SR140 and T. or to remove all but the last four digits of a number for internal routing. Table 20b Dialing Characters Supported by Dialing Rules G I P T W { } @ Character 0–9 ! # * . F You can append or prepend any combination of dialable digits. (comma) A B C D Definition Dialable phone digits. If your organization requires a dialing prefix for all outgoing calls. Replaced in the dial string by the fax’s Billing Code 2 value.37 FoIP numbers. Replaced in the dial string by the fax’s ToName value (the recipient’s name). Tone dialing mode (default). It can also be used to add a user’s long distance billing code. Wait up to 15 seconds for a dial tone. Any undialable characters in this field will be discarded.necessary to get an outside line.. Any undialable characters in this field will be discarded. Table 20b Dialing Characters Supported by Dialing Rules (Continued) Character E Definition Replaced in the dial string by the fax’s ToCompany value (the recipient’s company name). Chapter 20 Creating Dialing Rules and Least-Cost Routing Plans 209 . Appends the IP address of the FoIP router. Asterisk button on phone. Replaced in the dial string by the fax’s Billing Code 1 value. Replaced in the dial string by the user’s international long distance Auto Billing Code (see “Configuring automated billing codes” on page 49). Pound button on phone. you should specify the prefix there and not here in the dialing rules. Do not prepend the dialing prefix. Pulse dialing mode. when you specify the time range “06–18. Do not specify minutes. Send via Fax Server Causes the fax to be routed to any RightFax server (including the local server) on your network for transmission. For example. and “19”for 7:00 p.4 Administrator’s Guide 210 The Time and Day tab The Time and Day tab let you specify the time periods for each day of the week that the rule will be applied.). until 6:59:59 p.. enter the time period when the rule will apply using 24-hour military notation (i. To apply a rule at all times. Figure 20.m. This can be used to take advantage of special off peak phone rates or to balance fax loads between servers at the times when your fax traffic is the highest.4 The Rule Edit Time of Day Tab Quick Sets These buttons let you quickly apply the most common time restriction settings. you must also specify the destination server name and network protocol to use for routing.m. .” the rule will apply from 6:00 a.RightFax 9. the rule will not be in effect during that day.m. enter “00–23” next to each day. “07” for 7:00 a. The Destination tab The Destination tab specifies where in your organization faxes matching the dialing rule pattern should be routed prior to dialing the destination fax number.5 The Rule Edit Destination Tab For each day of the week.m.e. If you leave a box blank. When you select this option. Figure 20. The rule will apply throughout the last hour in the range. rather than a specific RightFax server.37-compatible device. SMS. RightFax will send the fax after ten loops. and then prepend the destination email address. the destination fax number is reevaluated against the dialing rules on the new server. rather than dedicated fax channels. The fax will be routed to an SMS number. the transport must have been added in the DocTransport module. The fax will be transmitted via your SMTP server to a T. When a fax is sent to an SMS device. click the Number Adjustments tab (described on page 208). DOCplus. This message is automatically interpreted as a fax by the receiving device. Select one of the Xpedite accounts that you have configured in Enterprise Fax Manager.When a fax is routed to another RightFax server on the network. strip all of the digits from the destination fax number. In order to select a transport FOIP. This feature is most useful if you want to send a large volume of faxes in a short period of time or need to send more faxes than your fax channel capacity can efficiently manage.37-compatible devices over IP. you must also specify the destination server name and network protocol to use for routing. the fax will be routed to the Default user ID on that server. T. you must also specify a DOCplus account in the Account field. To specify the destination SMS number.37 fax over IP is a fax transmission protocol that allows faxes to be transmitted to T. Applies Only when Local Channels are Disabled Causes the rule to be in effect only when the fax server has detected that all fax channels are disabled. You can select from the following transport methods: Send via Transport This option lets you select one of the transport methods that you added and configured in the RightFax DocTransport module (described in Chapter 5. The new server then transmits or forwards the fax according to its own rules. method in this box. The fax is packaged as an email message with a TIFF attachment and then sent over IP via an SMTP server. If this occurs.37-compatible device. To specify the email address of the destination T. Chapter 20 Creating Dialing Rules and Least-Cost Routing Plans 211 . “Configuring the DocTransport and BoardServer Modules”) as the fax destination.com) that lets you forward fax images to an Xpedite server for transmission via their fax channels. This allows you to define “intra-office” routing rules that let RightFax users in your organization send faxes to each other across different fax servers on the network. which then prints it. click the Number Adjustments tab (described on page 208). Receive into Fax Server Causes the fax to be routed to a RightFax server (including the local server) on the network and delivered as an inbound fax. Note The Send via Fax Server and Receive into Fax Server fields are limited to a total of 15 characters if using a net bios name. If the fax number does not match a routing code on the receiving RightFax server. and then prepend the desired SMS number. or 16 characters if using an IP address. DOCplus is a fax transmission service provided by Xpedite (www. When you select this option. If you select this option. only the cover page notes are transmitted. Be careful not to create dialing rules on two or more servers that would result in the servers looping one fax between them.xpedite. strip all of the digits from the destination fax number. Priority Delta Set dialing rules to adjust a fax’s priority setting (low.4 Administrator’s Guide 212 The Other tab Figure 20. This setting adds extra weight to the rule so it can be selected over another rule that has a better pattern match. Dialing rule pattern characters are weighted as follows: digit match (0–9) = 10 points. The user will get the message “Fax blocked from dialing phone number. or high). If the specified time is earlier than the time the fax is received. then other settings for the rule will not be evaluated. Extra Rule Weight Add additional weight to the dialing rule.” To retry sending the fax. No Special Action Processes the fax without delay on any available channel. The channel range specified here will override any channel restriction placed on a specific fax using the <CHANNEL> embedded code. Priority is rated on a three-point scale: low priority <= 1. When a fax number matches two or more dialing rules. time of day. Send on Specific Range of Channels Sends the fax only on the channels you specify. Specify the Delay Until time using military notation (0000–2359). If transmission is delayed by the Delay Fax setting. click to clear the check box. the fax will send at that time on the next day. . RightFax “weighs” each rule according to how closely it matches the dialed number and uses the rule with the highest weight. normal. + (plus) = 0 points. the user must “kick” the fax (described in the FaxUtil online help). you can add or subtract points from all faxes that match the dialing rule pattern to adjust their priority up or down. ? (question mark) = 5 points. Disallow Sending Prevents faxes from sending based on certain attributes such as the number pattern. ~ (tilde) = 4 points. This parameter is not transferred with the fax if it is routed to another fax server for sending. Rule Disabled Removes the dialing rule from consideration by the fax server. or sender. Comment Optionally enter a descriptive comment for the dialing rule.RightFax 9. Note Intelligent Least-Cost Routing rules are evaluated one time. normal priority = 2. Using the priority delta. high priority >= 3.6 The Rule Edit Other Tab Delay Fax Prevents the fax from sending until a specified time of day. To enable the dialing rule. To select multiple users from this list. you should include all load balancing dialing rules on all fax servers and remote BoardServer computers. Important Outbound faxes are always sent to the BoardServer with the most assigned fax channels before the dialing rules that determine load balancing are processed. Notify sender that the document was blocked Select this option if you want the sender to be notified after attempting to send a fax to a number that has been blocked by the Do-not-Dial feature. You can also select user IDs from a list of all user IDs on the local server by clicking the [. create multiple dialing rules with the same number pattern. This will ensure that your load balancing rules operate even if one or more BoardServer computers fail. each fax being routed to the BoardServer with the most available fax channels.” When multiple rules match a fax number with equal weight. Chapter 20 Creating Dialing Rules and Least-Cost Routing Plans 213 .The DnD Notifications tab Figure 20. separate ID’s with a comma. the sender will get the “Fax number blocked” custom message. press CTRL and click on each user ID you want. the fax will be directed to the BoardServer that will have a channel available the soonest. For this reason..7 The Rule Edit DnD Notifications Tab Example of dialing rules in use A company with RightFax servers in New York and Seattle adds the following dialing rules on the New York server: 206-???-???? Remove first three digits and send via Seattle server 206-820-50?? Remove first six digits and receive into Seattle server When someone in New York sends a fax to 206-820-7000 (faxing to a customer in Seattle) the server will route the fax to the Seattle server which then sends it via a local call. see “Configuring the Custom Messages Tab” on page 25. To do this. Because the number patterns are the same. To configure this message. each routing the fax to a different BoardServer computer. Users to Notify Specify the RightFax user IDs to which notifications will be sent.. the server will consider the fax a “received fax” and will route it to the appropriate internal fax mailbox (5065). If none of the servers have outbound fax channels available. If this option is not selected. Load Balancing Load balancing is the process of dividing your outgoing fax traffic across multiple RightFax BoardServers. However when someone in New York sends a fax to a co-worker in Seattle at 206-820-5065. RightFax directs the fax to the BoardServer with the most available fax channels.] button. each rule will be assigned the same “weight. If you want to specify multiple user IDs. The . press CTRL+S or select Save Dialing Plan from the File menu. Copying destination tables from one server to another In Enterprise Fax Manager. features on version 9. These tables are used when creating dialing rules to represent a range of numbers. For example. Adding destination tables To add a new destination table. The Destination Table Edit dialog box opens. you can copy one or more destination tables from one RightFax server to another. To save changes or additions to your destination tables. select the table to delete and press DELETE. Using this destination table. or delete destination tables in RightFax.4 Administrator’s Guide 214 The load balancing feature is only available in RightFax Enterprise servers.RightFax 9. edit. run Enterprise Fax Manager and click Destination Tables under the desired server in the server list. you will lose configuration data that is not supported by the older server (in other words. If you have unsaved destination tables. If you copy users from a new RightFax server version to an earlier server version. rather than creating a separate rule for each area code. Saving destination tables Changes you make to destination tables are not automatically saved when you quit Enterprise Fax Manager. and then drag the selection to another server. Deleting destination tables To delete a destination table.4 servers will not be available on earlier server versions). amount of information copied is configured in the Enterprise Fax Manager Preferences dialog box (see “Setting Preferences” on page 110). or select Delete from the Edit menu. Select the tables you want to copy. you can create a single dialing rule that addresses all of these area codes. For information on completing each of the options in this dialog box see “Editing Destination Tables” on page 215. a destination table can be created that contains all of the area codes in a major metropolitan area. an asterisk appears next to the Dialing Plan icon in the server tree. Managing Destination Tables You can store and organize groups of numbers such as dialing prefixes and area codes in destination tables. press INSERT or select New from the Edit menu. To add. rather than creating a separate rule for each number pattern. you can link the destination table directly to this database and then set up a dialing rule that will prevent these numbers from receiving fax transmissions. and then click the [. Refer to the documentation for your server’s operating system for information on configuring a new ODBC data source. 1. Figure 20. Entries can only include the digits 0–9. select the table to edit and press ENTER or select Edit from the Edit menu. Check the Use External Data Source option to use a list of numbers from a SQL database. This opens the Configure External Data Source dialog box. You can also double-click the destination table. enter the starting and ending numbers in the series under Insert Range and click the Insert Range button. follow these steps to set up Do not Dial rules.Editing Destination Tables To edit the properties of an existing destination table. you must configure the database containing the numbers to block as an ODBC data source.9 The Configure External Data Source dialog box In the Destination Table Name field. pound [#]. The Destination Table Edit dialog box opens. For more information about using this feature refer to the next section.. 2. All the entries in a destination table must be the same length. Figure 20. select the option Use External Data Source. create a new destination table. If the destination table will contain a range of numbers. After you have set up the ODBC data source for the database containing the numbers to block. run Enterprise Fax Manager. All the numbers in the range you specify will appear in the list. and asterisk [*]. enter a name for the table. Enter a name for the table.] button. “Setting up Do not Dial lists from a database”. and then type the entries you want in the Entries box. In Enterprise Fax Manager.8 The Destination Table Edit dialog box Setting up Do not Dial lists from a database If your organization maintains a database containing lists of phone numbers that should not be dialed. Before you can set up a Do not Dial list. Chapter 20 Creating Dialing Rules and Least-Cost Routing Plans 215 .. . 6. a comma. 11. replace the digits referenced by the destination table with a percent sign (%) followed by the name of the destination table.] button next to the SQL Connection box to 9. There is no need to update this list after is has been set up. 10. This would limit the range of blocked phone numbers to only those for whom a separate field in the table called “Block Number” is set to true. For example. This will return you to the Configure External Data Source dialog box with the connection information entered in the SQL Connection field. enter the name of the Referencing Destination Tables in Dialing Rules Destination tables are referenced in the Pattern setting of dialing rules (page 206). 12. Specify the login information required to access the database and then click OK. Click the [. Click OK to save the table. The Destination Table Edit dialog box reopens with all of the phone numbers from the database listed in the Entries box. Click OK to save the dialing rule. contains the phone numbers to block. 8.4 Administrator’s Guide 216 3...#########] select the ODBC data source you created for the Do not Dial list. enter the name of the table column specific to the phone numbers. you could enter a query for a field called “Block Number” set to true. create a new dialing rule.10 The RightFax SQL Connection Editor dialog box to use to limit the range of phone numbers in the database. In the Primary Key Column Name field. Example %[BlockedNumbers. Click the [. and the primary key column for the table you specified in the Table Name field.RightFax 9. In the Table Name field. 7. but instead you should enter the number of pound symbols equal to the length of the phone numbers in your database. Figure 20. 14.] button next to the ODBC Data Source box and %[PrefixTable. In the Condition field. Click OK. enter the name of the table that 13. enter any SQL script that you might want configure the ODBC data source. 5. Click the Other tab and select the option Disalow Sending.#] Where PrefixTable is the name of the destination table you just created and # is the number of digits in each phone number entry.. On the Matching tab. The entries in the box are dynamic and will be automatically updated as you make changes to the database that you are linked to. enter the information for the new destination table in the Pattern field using the following syntax: 4. In the Destination Column Name field. This opens the RightFax SQL Connection Editor dialog box. In Enterprise Fax Manager. This allows a single dialing rule to successfully match groups of otherwise unrelated numbers.. This should not be entered as a digit. In the Pattern box in the Rule Edit dialog box. run Enterprise Fax Manager and click Dialing Plan under the server you want to test. click Ping. the greater the server availability. For example. see “RightFax InterConnect” on page 244). RightFax includes diagnostic tools for testing and confirming your fax routing scheme. the following dialing rule correctly references the destination table Region1 for the three-digit dialing prefix: 520-%[Region1. The amount of time it takes information packets to make a round trip between machines will display in seconds as “time for call. For information on enabling and configuring InterConnect. you can test communications with a selected RightFax server using a particular protocol.number of digits to reference all in square brackets.” The current sever load will display as “server availability index. This allows multiple RightFax servers to accept incoming faxes for the same users and then forward the faxes to the server on which the user’s account exists.11 Diagnostic Tools for Testing Least-Cost Routing Rules RightFax InterConnect InterConnect is a feature that routes faxes from one RightFax server to another. Chapter 20 Creating Dialing Rules and Least-Cost Routing Plans 217 . Figure 20. Testing Dialing Rules and Fax Routes Because Intelligent Least-Cost Routing involves many variables that could conflict with one another. To run this test. Pinging a server By pinging a server.3]-???? To run the tests.” The higher the index value. the dialog box displays each dialing rule against which the fax number is compared and provides information about the match weights and server availability. and fax size to test how each effects the fax routing.RightFax 9. This test will show where the fax will be sent from. When an outgoing fax is blocked by this feature. fax priority. use the rule execution test. By default. such as a specific server or a connector in your system. you can obtain more detailed information about dialing rules on a server.911. That additional time will depend on the size. and fax size to test how each effects the route and execution of the rule.. If the dialing rule applies to production faxes. All non-numeric characters are ignored by DocTransport. a prefix. it’s flagged with a scheduling error and correspondingly. As the fax number passes one or more servers. click to select Integration Fax. Viewing disabled rules The Downed Servers list displays any rules that are disabled due to downed RightFax servers and the error that caused the rule to be disabled. how the fax number is manipulated along the way.” The numbers blocked by DocTransport can be added or changed by adding the following REG_MULTI_SZ subkey to the Windows registry on the fax server: HKEY_LOCAL_MACHINE\Software\RightFax \DocTransport\BlockedNumbers. you can test the dialing rules you have constructed using real fax numbers without actually sending a fax. enter a fax telephone number in the Phone Number box. As the fax is routed. is shown in RightFax client applications with a status of “Scheduling Failed. To run this test. Click Test to start the test. and the time it takes to route between servers. You can also enter a specific user ID. Production faxing is implemented with the optional Integration Module. group ID. and density of the fax. thus blocking the number. the DocTransport module blocks all outgoing calls to numbers beginning with 911 (the standard emergency number throughout the United States). or partial number) to block.4 Administrator’s Guide 218 Tracing the route of a fax You can test the dialing rules you have constructed using real fax numbers without actually sending a fax. Executing rules Like tracing the route of a fax. All outbound faxes beginning with the numbers entered here will be blocked. fax priority. Call Blocking Call blocking is a feature of DocTransport that can prevent users from sending to unauthorized numbers. the dialog box will display which rules are being used. To refresh the list of downed servers. This test will not indicate if the fax is delayed or if the transmission is unsuccessful based on dialing rules. The time between servers does not include the time to transfer image data. . Click Route Trace to start the test. Add the number (e. You can also enter a specific user ID. click Reset Downed. enter a fax telephone number in the Phone Number box. If the dialing rule applies to production faxes. or jumps.g. To run this test. click to select Integration Fax. DocTransport will ignore the two preceding commas and match 911. resolution. per line. For this level of detail. Production faxing is implemented with the optional Integration Module. from server to server. group ID. full. the number of hops. For example. if a user sends a fax to .. Using the rule execution test. Use TCP/IP protocol. Entries. Open the newly created Entries value and enter the ANI or Least-Cost Routing Examples Scenario 1: Using LCR (a simple example) PDQ Company has a RightFax server in New York City (“NYSERVER”) and one in Tucson (“TSNSERVER”) and wants to save money using Intelligent Least-Cost Routing. to view the contents of all fax mailboxes for which you are an administrator. If you receive. In the ANI sub-key. It adds this rule to NYSERVER: 520+ Send via fax server TSNSERVER. After creating this account you must then modify the Windows regisry to contain a list of blocked numbers and the newly created account to which they will be routed to. 4. DNIS information and the RightFax user ID (where blocked faxes will be routed to). There is no limit to the numbers you can add here. click Administrative Mode. To approve a fax blocked by a dialing rule Spam Blocking It is possible to block unwanted or ‘spam’ faxes provided they possess ANI information. At the RightFax server. An example using the DNIS number of 5551212 and the user account of SpamAccount is provided below. 3. and wish to block unwanted faxes that possess ANI information. Create a spam blocking registry entry 1. it is assigned a status of “ED: Approval Denied” in the original sender’s FaxUtil mailbox. On the List menu. Close the Windows registry. Create a new subkey under \DocTransport called ANI. Set this value to “2” to disable all call blocking at the DocTransport level. All data added to the Entries value must be entered using this format. right-click the fax and select to the subkey HKEY_LOCAL_MACHINE\Software\RightFax \DocTransport. open the Windows registry and browse 1. SpamAccount 5. Approving Blocked Faxes Faxes that are blocked by dialing rules can be approved for transmission by RightFax administrators.DocTransport call blocking can be disabled by adding the following REG_DWORD key to Windows registry on the fax server: HKEY_LOCAL_MACHINE\Software\RightFax \DocTransport\BlockingFlags. On the List menu. you must first create a RightFax account(s) where unwanted faxes will be routed to. PDQ has determined that it would be cheaper to send New York faxes bound for Tucson and Southern Arizona numbers via TSNSERVER. 2. You can also delete the fax rather than approve or disapprove it. You can add a note (up to 450 characters) that will be stored with the date and your user ID in the fax history. To approve or disapprove a fax. 2. it is immediately scheduled to send. create a new REG_MULTI_SZ value called Status > Approve Fax or Disapprove Fax. click Needing Approval to display faxes waiting for approval. If the fax is not approved. Chapter 20 Creating Dialing Rules and Least-Cost Routing Plans 219 . 5551212. 3. 4. Group administrators and alternate group administrators cannot approve faxes. Logon to FaxUtil as an administrator. If the fax is approved. Strip 3 digits from beginning. the administrator adds these two rules to NYSERVER: 520? Send via local fax server . and N. 520-???? Send via local fax server. These rules would match the local destination numbers more specifically and therefore be weighted more heavily. the 520 area code should not be used. Also. Strip 3 digits from beginning. It adds this rule to TSNSERVER: 458+ Send via local fax server./Orange County area are at a special low rate. and a NY area code (“NYACODE”) table and a NY area code+destination table (“NYPREFIX”) on LASERVER. she adds this rule to NYSERVER to strip the ‘1’: 1-???-???-???? Send via local fax server. 459. 520-458+ Send via local fax server. Actually there are more prefixes that could be dialed in Southern Arizona. The 458 prefix requires a ‘1’ be prepended onto the number. Scenario 3: Distinguishing ‘+’ wildcard rules from other local numbers The system administrator for NYSERVER now finds that faxes bound for internal four-digit PBX numbers in New York beginning with “520” are inadvertently being routed out to Tucson. too. New York just added a prefix for the Tri-State area of “520” (requiring a 1 be dialed first from the PDQ office) and those calls are going to Tucson. To correct this situation.4 Administrator’s Guide 220 Scenario 2: Using dialing destination tables PDQ Company wants to make sure that Southern Arizona calls outside of Tucson are dialed correctly from TSNSERVER. However. PDQ creates a destination table named SOUTHAZ and includes these three prefixes. Scenario 4: Stripping unnecessary digits The PDQ system administrator for NYSERVER has also noticed that recent transfers from the Tucson site are still used to using the long distance carrier from there. because of charges related to the TCP/IP connection between L. 652) in the 520 area code that function this way. PDQ has worked a deal with the local phone companies in L. Scenario 5: Using LCR (an advanced example) PDQ Company opens a sales office in Los Angeles with a new RightFax server (“LASERVER”).A. They are always putting a ‘1’ on the beginning of ten digit long distance numbers.3]+ Send via local fax server. such that all calls in the local L. Prepend 1. Prepend 1.RightFax 9.. This means PDQ can save money by routing all LA faxes to the LASERVER and all NY faxes to the NYSERVER. Strip 1 beginning digit. 520-%[SOUTHAZ. PDQ would first set up four destination tables: an LA area code (“LAACODE”) table and an LA area code+destination table (“LAPREFIX”) on NYSERVER. via direct long distance dialing. In addition.Y. Because the PDQ New York long distance carrier does not require it. A similar deal was worked for the New York metro area.A.Y. It can then use these two rules on TSNSERVER to cover all of Southern Arizona outside Tucson: %[SOUTHAZ. but it would be cumbersome to add rules for each one. Prepend 1. and N.A.3]+ Send via local fax server. Prepend 1. it is still cheaper to send faxes during off-peak periods to L. PDQ determines that there are three prefixes (458. Prepend 1 These two rules intercept 520 calls that would otherwise match the “520+” rule in Scenario #2.A. 3]+ Time of day set to peak times. Priority Delta +1. TCP/IP protocol 1%[LAPREFIX. Peak times must be specified because it is still cheaper to send in the evening and at night via long distance. Send via fax server LASERVER. This rule is added to each of these servers: 011-44+ Send via fax server UKSERVER. NYSERVER would then have these two rules: %[LAACODE. RightFax load balances between the two servers. This rule is added to LASERVER: Chapter 20 Creating Dialing Rules and Least-Cost Routing Plans 221 . LAPREFIX and NYPREFIX match numbers in area codes where the whole area code was not part of the cut-rate deal and thus only certain prefixes are eligible. To enable Intelligent Least-Cost Routing for TSNSERVER to NY and LA. + Restricted only to Users: SALESMGR. several minutes longer to be sent than those on NYSERVER2. Send via fax server LASERVER. All faxes from LA. on average. PDQ adds this rule on NYSERVER: 212+ Send via local fax server. By entering these two rules on each server. Scenario 6: Boosting priority PDQ Company is expanding and the load on the RightFax servers is increasing.LAACODE and NYACODE each contain a list of area codes that match the cut-rate phone numbers in their respective regional areas. Also. Scenario 7: International routing PDQ Company expands into the international market. a local rule is required on both the NYSERVER and LASERVER to strip off the unnecessary area code. new outgoing faxes on each server will be routed to the one with the least load: + Send via local fax server + Send via fax server NYSERVER2 (or NYSERVER). Use TCP/IP protocol. In addition. Upon analysis. TCP/IP protocol LASERVER would have a matching set of rules referencing NYACODE and NYPREFIX and routing to NYSERVER.6]+ Time of day set to peak times. and Tucson bound for England need to be routed to UKSERVER. Their first overseas site is London which has a RightFax server installed (“UKSERVER”). Scenario 8: Load balancing PDQ adds another RightFax server to its expanding NY site (“NYSERVER2”). PDQ finds that the users of NYSERVER are sending many more faxes than the users on NYSERVER2. usage data indicates that during peak times. NY. Use TCP/IP protocol Because each rule is weighted the same. Strip 3 digits A similar rule would be necessary for LASERVER as well. PDQ decides to boost the priority of faxes from certain high priority Groups and Users on LASERVER to ensure that their faxes are sent quickly. faxes on NYSERVER are taking. Rules would need to be placed on UKSERVER to “normalize” the phone numbers for England (such as stripping area codes or adding digits if necessary). a copy of each of the four destination tables and each of the dialing rules would be entered on TSNSERVER.CFO and to Group: TOPDOGS. servers fail for any reason.Y. This leads to a guaranteed path of Intelligent Least-Cost Routing should one or the other of the N.4 Administrator’s Guide 222 Scenario 9: Backup servers PDQ Company’s system administrator for LASERVER hears about the new NYSERVER2 in New York and decides to make use of the additional server by replicating all the dialing rules on LASERVER for NYSERVER but this time referring them to NYSERVER2.RightFax 9. . each for specific departmental use or for use with different types of fax documents. Creating an HTML Cover Sheet HTML cover sheets can be created using an HTML or text editor. and you can create multiple cover sheet files. and phone number). Any cover sheet information that appears on subsequent pages will be ignored. because meta-HTML embeds graphic images. Windows XP and Vista clients manage native printer fonts differently from other versions of Windows. RightFax cover sheet files may not be longer than one page. Graphic images in HTML cover sheets must be referenced using absolute paths. customized to your organization’s needs. Both HTML and meta-HTML files may include any text and graphics that are supported by these file types. fax cover sheets should include 223 . HTML (described on page 223) Microsoft Word (described on page 225) PCL (described on page 227) Note PCL cover sheets should not be used on RightFax servers running Windows XP or Windows Vista. RightFax supports both HTML and meta-HTML (single-file multi-part MIME HTML) cover sheet files. not relative paths. This folder contains sample fax cover sheets that you can either modify or refer to as examples in creating your own custom cover sheet files. As a general rule. so images with relative path references will not be found. All RightFax cover sheet files are stored in the RightFax\FCS folder on the fax server. This is because the cover sheet file is processed and generated by the RightFax server in a location separate from the RightFax\FCS folder where the cover sheet file is stored. You can create the following types of cover sheets: information about the sender and intended recipient as well as information about your organization (such as logo. and cover sheet codes in PCL cover sheets may be improperly converted by the fax server and may generate imaging errors.Chapter 21 Creating Fax Cover Sheets Fax cover sheets are saved as template files on the RightFax server. Cover sheet files can include both text and graphics. address. Fax cover sheet files can include special codes (called “cover sheet codes”) that will display the recipient’s name and other contact information for both the sender and the recipient when the cover sheet is generated. This rule does not apply to meta-HTML cover sheets. HTML cover sheet files must use either the extension . use the {NUMPAGESC} code. Billing code 2 (if any).. The sender’s phone number. Because the cover sheet file name is the name users will see when they select cover sheets. You can include up to 21 {CCTEXT} codes on a cover sheet. not including the cover sheet. The number of pages in the fax body. Table 21a Cover Sheet Codes for HTML Cover Sheets (Continued) Code {CCTEXT} Maximum characters Description 69 All the listed recipients of a fax (including CC and BCC recipients) in this format: Name. {EMAILADDRESS} Variable Code {BILLINFO1} {BILLINFO2} Maximum characters Description 15 15 Billing code 1 (if any). The sender’s email address. The notes added to the fax when it was addressed. the cover sheet codes are replaced by the data they represent. To include the cover sheet in the page count. Table 21a Cover Sheet Codes for HTML Cover Sheets {DATEONLY} Variable The date that the fax cover sheet was generated. The general fax number for the sender’s organization. The sender’s name.FaxNum.html will not be recognized by the RightFax server. all cover sheet codes are surrounded by braces { }.mht (for meta-HTML files). Include one {CCTEXT} code on each line that should contain recipients. Files with the extension . The sender’s fax number. When a cover sheet is generated by the RightFax server. The date format is determined by the default date format on the RightFax server.. When you have completed the HTML cover sheet file.RightFax 9. The cover sheet will only list the number of recipients for which space is provided.Faxnum. each code representing one line of recipients up to 69 characters long. This is the email address that is entered in the RightFax user properties (described on page 121). In HTML cover sheets. {FAXDIDNUM} {FROMNAME} 31 59 {FROMPHONENUM} 31 {GENERALFAXNUM} 31 {NOTETEXT} {NUMPAGES} Variable Variable .Name. these variable elements are included as special cover sheet codes (see “Using HTML cover sheet codes” on page 224) that are replaced with the correct information when the cover sheet is generated.4 Administrator’s Guide 224 Because information on the cover sheet about the sender and intended recipient varies with each fax document. copy it to the RightFax\FCS folder on the RightFax server. Using HTML cover sheet codes Cover sheet codes are used when you want the fax cover sheet to display information that can vary between fax documents (such as the recipient’s name and the number of pages)..htm or . it is recommended that you use descriptive file names for all cover sheet files. The time format is determined by the default time format on the RightFax server. If you use Microsoft Word to create your cover sheets. This is different from the time it was actually faxed to its destination. address. The recipient’s organization name.Table 21a Cover Sheet Codes for HTML Cover Sheets (Continued) Creating a Microsoft Word Cover Sheet If you have Microsoft Word installed on your RightFax server for server-side application conversion (described in Chapter 6. which is recorded on the TTI line on each fax page. these elements are inserted as special cover sheet codes (described in the next section). The routing information entered in the user profile of the user creating the fax (described on page 125). The general phone number for the sender’s organization. you can store the cover sheets in their native Word (. The date and time the document was generated by the fax server. Cover sheets stored in the native Word format are easier to update than PCL cover sheet files and support all language character sets supported by Word and Windows. The recipient’s city and state. The recipient’s phone number. The recipient’s name. Native Word cover sheets can take slightly longer to convert to fax format than PCL files. which are replaced with the correct information at the time the cover sheet is generated. especially if you are using the RightFax Delay Send feature. unlike PCL cover sheets. The time that the fax cover sheet was generated. and this will be exaggerated if the server running Word has insufficient RAM. The time the fax was processed by the fax server can be very different from the time it is actually sent. {OPERATORNUM} {ROUTEINFO} 31 Variable {TIMEONLY} Variable {TOCITYSTATE} {TOCOMPANY} {TOCONTACTNUM} {TOFAXNUM} {TONAME} {UNIQUEID} {WHENFAXED} 59 59 31 31 59 16 Variable Word documents stored in the RightFax\FCS folder on the fax server can be selected just like other PCL formatted cover sheet files and will be converted to fax format using server-side application conversion.DOC) format instead of printing to a PCL file (page 228). The unique ID assigned to the outgoing fax. rather than storing them in PCL5 format. you can create and use cover sheets in the native Word document format. Also. and phone number) and display information about the sender and intended recipient. “Configuring Server-Side Application Conversion”). To exclude the cover sheet in the page count. Cover sheets should include general information about your organization (such as logo. native Word cover sheet codes can use any TrueType font in addition to native printer fonts. Note In order to perform native Word document cover sheet generation. including Hebrew. The recipient’s fax number. Chapter 21 Creating Fax Cover Sheets 225 . Code {NUMPAGESC} Maximum characters Description Variable The number of pages in the fax including the cover sheet. Because information about the sender and recipient are variables. use the {NUMPAGES} code. you must have correctly installed and configured Microsoft Word on the RightFax server (page 91). All pages after page one are ignored when the cover sheet is generated. Fax cover sheets must be only one page long. and click DocVariable under Field Names. Repeat these steps for all . Note Although double-byte characters added to the text of a Microsoft Word cover sheet will convert correctly. Cover sheet codes in native Word cover sheets are inserted as Word DocVariable fields. The Field dialog box opens. 3. Open Windows Explorer and browse to the \RightFax\FCS\Doc folder. position the cursor where you want to place the cover sheet code and select Field from the Insert menu.DOC coversheets. 1. 2. and the number of pages).doc file.4 Administrator’s Guide 226 Using Microsoft Word cover sheet codes Cover sheet codes are used as placeholders for the information that varies between faxes (such as the recipient’s name. For example. To insert a DocVariable field 1. Click the Close button at the Show Repairs window. In your Word cover sheet. native Word cover sheet codes can be any TrueType or native printer font.DOC coversheets and has installed Word 2007 on the RightFax server. Save and close FCS. Log on to the RightFax server with an Administrator account. 4. Note The DocVariable field will not appear in your document unless you have selected Field Codes in the View tab of the Word Options dialog box. the cover sheet codes are replaced in the fax image by the information they represent. double-byte characters inserted into DocVariable fields on Microsoft Word cover sheets will not. 2. 3.doc. . Unlike cover sheet codes in PCL cover sheets. Add the cover sheet code to the variable in the format: DOCVARIABLE code Where code is one of the supported cover sheet codes listed in the following table. the following cover sheet code displays the destination fax number: DOCVARIABLE ToFaxNum Using DOC Coversheets with Word 2007 Follow the steps below if your organization uses . When a RightFax cover sheet is generated for an outbound fax. 5. This displays DOCVARIABLE in the Field Codes field. Open the FCS. Click Document Automation.RightFax 9. The date and time the fax was originally created. Use one NoteText code only to display all of your note text.4. Creating a PCL Cover Sheet RightFax cover sheets can be created in any application that has the ability to print to a PCL5 file. address. including the cover page The general phone number for the sender’s organization. Because information about the sender and recipient are variables. and phone number) and display information about the sender and intended recipient. even if your cover sheet notes are comprised of multiple <NOTE> embedded codes (page 318). NoteText Cover sheet notes. Table 21b Native Word Document Cover Sheet Codes Table 21b Native Word Document Cover Sheet Codes (Continued) Variable name Description NumPagesC OperatorNum RouteInfo Number of pages in the fax. these elements are inserted as special cover sheet codes (see NumPages Chapter 21 Creating Fax Cover Sheets 227 . place a carriage return immediately after the DOCVARIABLE code. If your cover sheet displays only one line of note text. (if the fax was time-delayed) The sender’s name The sender’s personal voice number EmailAddress ToCityState ToCompany ToContactNum ToFaxNum ToName UniqueID UserID UserName FaxDate FaxDIDNum FaxSendDate FromName FromPhone GeneralFaxNum The general fax number for the sender’s organization. You can fix this by increasing the size of the text box. This is the email address that is entered in the RightFax user properties (described on page 121). as opposed to the time of the send attempt The sender’s direct fax number The date and time the fax was scheduled to send. The routing information entered in the user profile of the user creating the fax (described on page 125). Click OK to insert the code. excluding the cover page Note If you place cover sheet codes in a Word text box. Number of pages in the fax. and the text box is not large enough to fit all of the text that replaces the codes. any extra text will be truncated on the cover sheet. Fax cover sheets may only be one page in length and should include general information about your organization (such as logo. Recipient location Recipient company name Recipient voice phone number Destination fax number Recipient name The unique ID assigned to the fax RightFax user ID of fax sender RightFax User Name of fax sender Variable name Description BillInfo1 BillInfo2 CCText The first billing code assigned to the fax The second billing code assigned to the fax The carbon copy (cc) recipient list for the fax. Use one CCText code only to display all of your cc recipients The sender’s email address. doc file in the RightFax\FCS\PCL_Source folder. Although you can use any font in the text of your cover sheets. Select “Microsoft Word 6. and print the modified cover sheet to a file in the RightFax\FCS folder with the extension . make any desired changes. To print to a PCL5 file.pcl and must be saved in the RightFax\FCS folder on the RightFax server.pcl. You should use as descriptive a file name as possible because the file name of the PCL5 file is what your users will see when they change cover sheets. The file must have the extension . If you do not use native printer fonts for your cover sheet codes. . Table 21c Cover Sheet Codes for PCL Cover Sheets Code <BILLINFO1> <BILLINFO2> Maximum Characters Description 15 15 Billing code 1 (if any).RightFax 9. HP 4 or compatible printer driver and select the “Print to file” option in your application’s Print dialog box. select an HP III. Only native printer fonts are stored in the . all other font types are converted to graphic images. cover sheet codes must always use a native printer font. the cover sheet codes are replaced in the fax image by the information they represent. All cover sheet codes are surrounded by angle brackets (< >). and the number of pages). This is because when the cover sheet document is printed to PCL5 format. open the FCS. which must also use the same native printer font. Billing code 2 (if any). When a RightFax cover sheet is generated for an outbound fax.4 Administrator’s Guide 228 “Using HTML cover sheet codes” on page 224) which are replaced with the correct information at the time the cover sheet is generated. You can edit these source files to include your organization name and logo.0 or later. select Options in the Tools menu and click the Compatibility tab. rather than create a new cover sheet. Using PCL cover sheet codes Cover sheet codes are special codes that represent information that can vary from fax to fax (such as recipient name. And it is this text in the .0” in the Recommend Options For field. Example If Jane Doe sends a fax using a cover sheet that contains the line From: <FROMNAME>. the codes themselves will appear on the cover sheet instead of being replaced by the information they represent.pcl file that the cover sheet is generated from in their original text format. then the cover sheet will contain this text when it is generated and added to the fax: From: Jane Doe Modifying the sample PCL cover sheet RightFax is shipped with sample cover sheet files and the source documents they were created from.pcl file that is replaced on the fax image. Using Microsoft Word for Windows 6. Note If you have trouble modifying the sample cover sheet and are using Microsoft Word 97 or later. If the notes for a fax are shorter than the space provided by <NOTETEXT> codes. This is the email address that is entered in the RightFax user properties (described on page 122). The sender’s fax number.Faxnum. The cover sheet will only list the number of recipients for which space is provided. To include the cover sheet in the page count. The sender’s phone number. each code representing one line of notes up to 69 characters long. use the <NUMPAGES> code. the remaining lines will be filled with blanks. <NUMPAGES> Variable <EMAILADDRESS> <EMAIL_ADDRESS> Variable <NUMPAGESC> Variable <FAXDIDNUM> <FROMNAME> <FROM_NAME> 31 59 <FROMPHONENUM> 31 <FROM_PHONENUM> <GENERALFAXNUM> 31 <OPERATORNUM> <ROUTEINFO> 31 Variable Chapter 21 Creating Fax Cover Sheets 229 . The number of pages in the fax body. The number of pages in the fax including the cover sheet. The sender’s name.. The routing information entered in the user profile of the user creating the fax (described on page 125). Include one <NOTETEXT> code on each line that you want notes to be listed on. <DATEONLY> Variable The date that the fax cover sheet was generated. The general phone number for the sender’s organization. not including the cover sheet.FaxNum.Table 21c Cover Sheet Codes for PCL Cover Sheets (Continued) Table 21c Cover Sheet Codes for PCL Cover Sheets (Continued) Code <CCTEXT> Maximum Characters Description 69 All the listed recipients of a fax (including CC and BCC recipients) in this format: Name. Code <NOTETEXT> Maximum Characters Description 69 The notes added to the fax when it was addressed. The date format is determined by the default date format on the RightFax server. The sender’s email address. To exclude the cover sheet in the page count. each code representing one line of recipients up to 69 characters long. The cover sheet will only include as much note text as there is space allotted for... You can include up to 21 {CCTEXT} codes on a cover sheet.Name. use the <NUMPAGESC> code. The general fax number for the sender’s organization. You can include up to 21 <NOTETEXT> codes on a cover sheet. Include one {CCTEXT} code on each line that should contain recipients. users who have been assigned the appropriate permissions can specify which cover sheet to use for each fax they send.pcl file that can be modified or replaced with a new cover sheet file customized for your organization. The recipient’s fax number. . The recipient’s name. The recipient’s phone number. “RightFax Embedded Codes”) which specifies a cover sheet file to use for that document. To change cover sheets.RightFax 9. The date and time the document was generated by the fax server. The time format is determined by the default time format on the RightFax server. The recipient’s city and state.4 Administrator’s Guide 230 Table 21c Cover Sheet Codes for PCL Cover Sheets (Continued) Selecting a Cover Sheet File to Use Although you can create any number of custom cover sheet files. <TOCITYSTATE> <TO_CITYSTATE> <TOCOMPANY> <TO_COMPANY> <TOCONTACTNUM> <TO_CONTACTNUM> <TOFAXNUM> <TO_FAXNUM> <TONAME> <TO_NAME> <UNIQUEID> <WHENFAXED> <WHEN_FAXED> <DATE> 59 59 31 31 59 16 Variable Manager” on page 109). If your organization has several fax cover sheets for different types of faxes. the default cover sheet is the FCS. This is the cover sheet that is used if no other cover sheet file is specified. In addition. The time the fax was processed by the fax server can be very different from the time it is actually sent. 3. To specify a cover sheet on a fax When a user is entering the fax addressing information in the Fax Information dialog box (page 254). Run Enterprise Fax Manager (see “Starting Enterprise Fax Code <TIMEONLY> Maximum Characters Description Variable The time that the fax cover sheet was generated. The cover sheet is included only with the current fax. The unique ID assigned to the outgoing fax. a check box in the lower left lets the user specify whether or not to include a fax cover sheet. This is different from the time it was actually faxed to its destination. The recipient’s organization name. Users can include the <FCSFILE> code in documents (see Appendix A. which is recorded on the TTI line on each fax page. especially if you are using the RightFax Delay Send feature. To assign a user permission to change cover sheets 1.pcl file in the RightFax\FCS folder. Click Users under the appropriate server and double-click the user ID to modify. you can specify a default cover sheet for each user or each group of users. Click the Permissions tab and select the Can Change Cover Sheets check box. a user must be assigned permission to do so. 2. RightFax includes a sample FCS. so it cannot be cleared. Select the cover sheet file to use in the Cover Sheet Model box. If all of the required fields on an outgoing fax are not completed. To set the required fields. click Users under the appropriate server. run Enterprise Fax Manager (see “Starting Enterprise Fax Manager” on Requiring cover sheet fields on received faxes You can specify required fields for received faxes. and select the cover sheet file to use in the Cover Sheet Model box. Select the check box next to each field that you want to require. The To Fax Number option is required in order to send the fax. This allows you to require that the fax recipient include billing codes or other fields for billing records. Select the check box next to each field you want to require. In the Customize Cover Sheet Information dialog box. double-click the group ID to modify.1 Required Fields for Outbound Faxes Changing a group’s default cover sheet To assign a default cover sheet to a RightFax group. and click the Default Outbound Settings tab. The RightFax administrator can specify how much information the user must complete before the fax will send.” Requiring Cover Sheet Fields To transmit an outgoing fax. the fax will remain in a user’s FaxUtil mailbox with the status “Info Not Complete. If a fax arrives that does not include all required fields. Figure 21. run Enterprise Fax Manager (see “Starting Enterprise Fax Manager” on page 109). click Groups under the appropriate server. information about the recipient must be completed in the Fax Information dialog box. The Customize Cover Sheet Information dialog box opens. select the Send Cover Sheets check box. and click the Basic Information tab. double-click the user ID to modify.Changing a user’s default cover sheet To assign a new default cover sheet to a specific user. the recipient will not be able to delete the received fax without completing the specified fields. page 109) and select Customize Cover Sheet Fields from the Utility menu. click the Receive Required Fields tab. run Enterprise Fax Manager (see “Starting Enterprise Fax Manager” on page 109). Under Cover Sheet Defaults. Chapter 21 Creating Fax Cover Sheets 231 . RightFax 9.4 Administrator’s Guide 232 . to convert received faxes from a graphic format into text. or users may choose to convert selected faxes only.1 The WorkServer Configuration dialog box Enabling OCR Processing on the WorkServers To enable OCR functionality on the RightFax server. built on RecoStar technology. OCR technology does not work with most handwritten text. Optical character recognition with the OCR Converter can be performed only on faxes that contain printed text. click OCR in the Services list. Run the WorkServer configuration program from Windows Control Panel on the RightFax server to display the WorkServer Configuration To enable OCR processing. Fax client applications can be set to automatically convert all received faxes into text. select the WorkServer that you want to perform OCR processing. A copy of the OCR’ed text file is saved with the fax image which lets fax recipients edit and work with the content of their faxes. dialog box. it must be added as a process to at least one WorkServer.Chapter 22 Using Optical Character Recognition RightFax can be configured to use Optical Character Recognition (OCR). 233 . and is able to automatically route faxes to their intended recipient based on the To name found on the cover sheet. You can enable OCR processing on as many WorkServers as you want. In the component tree in the left pane. Figure 22. select the text format used to interpret your fax pages. These text file attachments can be viewed and edited exactly like any other email attachment. Click the Permissions tab and select Can OCR Faxes. OCR-converted faxes are stored in the RightFax database along with their associated fax image files.2 Enabling OCR for RightFax Users Opening OCR Text Files The method you use to view OCR-converted faxes depends on the fax client application you use. In the Format box. OCR-converted faxes will arrive as file attachments to email messages along with the associated fax image file. and double-click the user to open the User Edit dialog box. called Captaris Single Click Entry ships with RightFax and is installed as part of the RightFax typical client. and double-click the user to open the User Edit dialog box. “ASCII” produces a plain text file. If a fax has an associated OCR text file. see the FaxUtil online help. run Enterprise Fax Manager. Granting OCR permission to RightFax users To give a RightFax user permission to use optical character recognition features. “RTF” (rich text format) preserves fonts and formatting but is only available to Windows users. Click the Default Receive Settings tab. For information about Captaris Single Click Entry. Figure 22. Enter a three-letter file extension for the output file in the Extension box. . If you use an email gateway application as your fax client (such as Microsoft® Exchange or Lotus® Notes®). Because OCR conversion is very processor-intensive on the RightFax WorkServers responsible for OCR conversion.RightFax 9. If you use FaxUtil or RightFax Web Access as your fax client. Under Automatic OCR Options. Configuring users for automatic OCR conversion of all received faxes To configure a user for automatic OCR conversion of all received faxes.4 Administrator’s Guide 234 Configuring RightFax Users for OCR Conversion You must grant each individual RightFax user permission to perform optical character recognition on received faxes. A specialized OCR viewer. select the Enabled check box to automatically convert all received faxes using OCR. you may choose to restrict OCR rights to a limited number of users. run Enterprise Fax Manager. a special OCR icon will appear next to the fax entry. Captaris recommends using OCR routing only as a backup for other fax routing methods (described in Chapter 23. If the needs of your organization require you to create multiple central mailboxes. Each line of Route. a mailbox can be configured that receives all “lost” faxes whose intended recipient cannot be determined.txt file is provided in this folder for you to use as an example. the fax remains in the central mailbox. and MatchingText is the fax cover sheet text that is associated with that user. With other fax routing methods. run Enterprise Fax Manager and add a new RightFax user called “OCR.Using OCR to Route Received Faxes When you route using OCR. whose owners cannot be determined to automatically route to this mailbox. This file must be called Route. The matching text may contain spaces and other special characters. The user ID and matching text must be separated by a single space. click the Inbound Routing tab. you must configure a “central” mailbox from which the faxes will be routed. the faxes must arrive in one or more “central” mailboxes. one central mailbox performing OCR routing is sufficient. These mailboxes are configured so that all incoming faxes are rerouted using OCR routing. A sample Route. and then you must create a custom routing table that contains RightFax user IDs and their associated text. potentially creating endless routing loops. In most cases. the fax is routed to the specified RightFax user. Here is an example of a short OCR routing table: JCD Jane JCD Doe JCD Jane Doe JCD Director of Marketing JCD 555-1212 JSS John Smith JSS 555-1000 Creating and configuring the OCR central mailbox To use OCR to route faxes to their intended recipients. When a match is found. the cover sheet text is checked against the routing table for a match. Do not set the routing type of individual RightFax user mailboxes to OCR or each user’s mailbox will attempt to reroute all received faxes. For large organizations. each mailbox must have a routing code that corresponds to a channel extension configured in the BoardServer. Next.” and then edit the user properties. When a fax arrives in the central mailbox. This will cause all incoming faxes Chapter 22 Using Optical Character Recognition 235 . the fax is routed. and enter “0” (zero) in the Routing Code box. This configures the mailbox to perform OCR routing on each received fax. If a match is found. “Routing Inbound Faxes”). and click OCR in the Routing Type box. Important Because large organizations can have several members with the same or very similar names. Creating the OCR routing table Configuring RightFax to Perform OCR Routing To use OCR routing. To create a central mailbox for OCR routing. If no match is found.txt and it must be located in the RightFax\WorkSrv folder on the RightFax server.txt must contain a separate entry in this format: UserID MatchingText Where UserID is the RightFax user ID to route to. These “lost” fax mailboxes can then be configured for OCR routing. Note Only the central mailbox should have its Routing Type set to OCR. Click the Inbound Routing tab. The OCR routing table is a text file that is used to link text on the fax cover sheet to specific RightFax user IDs. the text on the received fax cover sheet is compared to a customized routing table that contains names and other text that identifies RightFax users in your organization. OCR routing is not recommended as a primary routing method. if you have set up a special OCR central mailbox that only receives and routes faxes to the Sales department. you can also specify a RightFax user ID to which unmatched faxes will automatically route. When you specify a new file name for the central mailbox routing table. and enter the file name for the routing table in the Routing Info box.” will not be routed. RightFax scans the routing table from top to bottom.txt.4 Administrator’s Guide 236 The matching text must be matched exactly in order to route the fax. Click the Inbound Routing tab. After the file name. run Enterprise Fax manager and edit the user ID for the mailbox. you should remove any blank spaces at the end of your OCR routing table entries. for example) at the top of the list so they will be sure to receive their faxes even if matching text conflicts with other users in your organization. If the matching text includes trailing spaces. you can specify a routing table called Sales. To specify a file name for the routing table other than Route. The new routing table file must be located in the same RightFax\WorkSrv folder and use the same format as the Route. For example.RightFax 9.txt OCR routing file.JCD Creating alternate routing tables If you have set up multiple central mailboxes for OCR routing. In this example. a match on the word “Smith. the order in which you list user IDs in this file may be important. SALES. you can use a separate routing table for each mailbox. For this reason. You should place your highest priority user IDs (executive management.txt and have all unmatched faxes automatically route to Jane Doe the Sales Manager (whose RightFax user ID is JCD) by entering this line in the Routing Info box of the Sales central mailbox: . type a comma followed by the RightFax user ID of the user to route the unmatched faxes to. routing the fax to the first match. those spaces will be required as part of the text to match. Note Because OCR routing requires an exact match between your OCR routing table and the cover sheet text.TXT.” if not preceded by “John. Routing codes should be assigned to users in accordance with the number of DID/DNIS digits for which your services are configured. to the FaxUtil mailbox or attached to an email message). run the RightFax BoardServer configuration program. RightFax then uses these included numbers to route faxes to the proper recipients. These two methods are considered the most accurate for fax routing. from 555-1001 to 555-1020. To route faxes to users. and Dialed Number Identification Service (DNIS) supports bi-directional faxing. Each RightFax user is assigned a personal fax mailbox that is assigned a DID/DNIS number (routing code). For example. If you have three digit service. After RightFax has determined who should receive an incoming fax. To configure the RightFax server and fax board(s) for DID/DNIS routing. When a call comes in with a valid DID/DNIS number. Your phone company will forward any or all of these dialed numbers to your system along with the call. you then have several options for how that fax should be delivered (for example. This user is then determined to be the intended fax recipient. For example.Chapter 23 Routing Inbound Faxes The RightFax server provides several methods for routing received faxes to their intended recipients in your organization. you assign a unique “routing code” to each user. and your phone service is configured to forward the last four digits of the dialed number. then you would assign the routing codes 1001 through 1020 to your users. Configuring DID/DNIS Routing Direct Inward Dial (DID) lines support inbound phone service only. A DID/DNIS interface assigns multiple telephone numbers to a single pair of wires (a telephone trunk). then you would assign the routing codes 001 through 020 to your users. 237 . The routing method you choose will be based primarily on the type of telephone service you use. Often these numbers are sequential and all contain the same prefix. RightFax attempts to match information received with the fax (such as digits dialed by or separately entered by the fax sender) to one of your users’ routing codes. if you have a set of DID/DNIS numbers of 555-1001 through 555-1020. a single DID/DNIS line may have 20 numbers associated with it ranging Configuring RightFax for DID/DNIS routing Each fax board must be configured for DID/DNIS routing separately. the fax is placed in the corresponding user’s fax mailbox. The person sending the fax dials this number and the call connects normally. before the fax transmission starts. Figure 23. If the caller does not enter a code before a certain amount of time has elapsed. either “Immediate” or “Wink. In the Number of Digits for Routing box. and enter the user’s DID/DNIS phone extension in the Routing Code box. enter the number of dialed digits that will be forwarded to the system by the phone company.RightFax 9. the fax board prompts the caller with a tone or voice prompt to enter a routing code for the fax they are sending.4 Administrator’s Guide 238 Configuring Brooktrout boards For Brooktrout fax boards. the fax is placed in the mailbox that corresponds to the Channel Extension setting for the channel it arrived on (or to the administrator of the Everyone group if no channel extension match is found). click the Inbound Routing tab. However. click the board name listed under Global Board Settings. The number you enter here must have the exact number of digits that you specified in the Number of Digits for Routing box when configuring the fax boards. enter the number of collected digits that you will use when assigning routing codes to users. . In the DID Service Type box. or if the code does not correspond to a valid RightFax mailbox. enter the type of service that the phone company provides. In the Number of Digits to Collect box.1 The Brooktrout Global Board Settings Dialog Box Configuring DTMF Routing Unlike DID/DNIS routing. If the caller enters a valid routing code (one that is assigned to a RightFax user) the fax is placed in that user's mailbox.” Configuring user routing information To assign a DID/DNIS routing code to a user. edit the user profile in Enterprise Fax Manager (see “Editing user properties” on page 121). DTMF uses Plain Old Telephone Service (POTS) with a single phone number assigned to each phone line. Click each channel number under the fax boards. 3.2 Brooktrout Channel Settings Dialog Box 4. Although each user must have a unique DTMF routing code. Digits box. Figure 23. enter the minimum number of digits the caller must enter for a valid DTMF routing code. select the terminator character you want in the Terminator box. This can work well if you have. Each department uses a unique fax number. Digits box. In the Max. the assigned codes can be of variable length. run the RightFax BoardServer configuration program. the faxes can be directed to a printer located in the department. enter the length of time (in seconds) after the prompt for the caller to enter the routing code. In the Tone Wait box. edit the user profile in Enterprise Fax Manager (see “Editing user properties” on page 121). Select the No Terminator check box if you don't want to require the caller to press [#] or [*] after entering the routing code. Each of the members of the department can check the department mailbox for faxes. If you want to require the caller to press [#] or [*] after entering the routing code. The digits entered here correspond directly to the digits entered by the caller when prompted. or the faxes can be routed manually or via OCR routing to the intended recipient. with Brooktrout fax boards) and configure the tone or speech parameters. click the Inbound Routing tab. faxes are routed based on the phone line on which they are received. and enter the user’s DTMF code in the Routing Code box. for example. 2.Configuring RightFax for DTMF routing Each fax channel must be configured for DTMF routing separately. To configure the RightFax server and fax board(s) for DTMF routing. 1. Chapter 23 Routing Inbound Faxes 239 . Configuring user routing information To assign a DTMF routing code to a user. enter the maximum number of digits the caller must enter for a valid DTMF routing code. In the Min. Configuring OCR Routing For information on using Optical Character Recognition for inbound routing. “Using Optical Character Recognition”. four departments and four incoming fax lines (channels). and all faxes to that department are delivered to a single fax mailbox. Click Initial Tone or Initial Speech (speech is only available Configuring Channel Routing With channel routing. Under Inbound Routing. see Chapter 22. select the Enable DTMF Routing check box. 5. run Enterprise Fax Manager and add a new RightFax user called “ANI. To implement channel routing with other digital fax boards. edit the Windows registry entry HKEY_LOCAL_MACHINE\ Software\ RightFax\DocTransport\Transports\Brooktrout. Configuring RightFax for channel routing Each fax channel must be configured for channel routing separately. Click the Inbound Routing tab and enter the Channel Extension setting of the channel that you want to receive faxes from in the Routing Code box. To configure the RightFax server and fax boards for channel routing. For each channel. set the Channel Extension to a number between 1 and 99.” and then edit the user properties. all faxes from a certain phone number can be routed to a specific recipient. Although the ANI data format differs slightly from carrier to carrier. It precedes each incoming phone call with a series of digits that includes (among other things) the phone number dialing in. Click each channel number under the fax board names. ANI routing is not available with analog fax boards. You can also set two or more channels to the same Routing Extension if you want a single mailbox to receive faxes from multiple channels. To create a central mailbox for ANI routing.RightFax 9.4 Administrator’s Guide 240 Channel routing with digital fax boards Channel routing cannot be used with Intel Dialogic digital fax boards. I is an information digit. After creating the entry. . This mailbox is configured so that all incoming faxes are rerouted using ANI routing. 7(or 10) digits is the calling party station directory number. This will cause all incoming faxes whose owners cannot be determined to automatically route to this Configuring recipient mailboxes To assign channel extensions to mailboxes. Create the REG_DWORD entry DoDigitalChanRoute and set the value to 1. Similarly. RightFax can use ANI information to route inbound faxes to a user mailbox based on the phone number that the fax originated from. the faxes must arrive in one “central” mailbox. This setting will correspond to the Routing Code of the mailbox that is to receive all faxes coming in on this channel. all faxes originating from a specific area code or telephone number prefix can be routed to a specific recipient. Click the Inbound Routing tab. This routing method can be useful to sales departments for routing faxes according to sales territories. Configuring RightFax for ANI routing To route faxes with ANI routing. run the RightFax BoardServer configuration program. edit the user profile for each recipient mailbox in Enterprise Fax Manager. Configuring ANI Routing ANI (Automatic Number Identification) is a service provided by telephone service providers. and enter “0” (zero) in the Routing Code box. Using ANI routing. and ST is a start signal. configure the routing with the following instructions. the basic format is: KP+I+7(or 10)digits+ST where KP is the key pulse. . one central mailbox performing ANI routing is sufficient. Matches one or more extraneous digits which are discarded. Next. Each line must contain a separate entry using this format: RoutingCode ANIString Chapter 23 Routing Inbound Faxes 241 .yyy. Note Only the central mailbox should have its Routing Type set to ANI. or xx***. (This is the only number sequence that will be used for ANI routing... Matches one or more pound characters in the source string. all other information is ignored..tbl in the RightFax\Bin folder.. This file is the ANI routing table.. you must specify the pattern of the ANI digits so that the extra digits can be removed prior to ANI routing. “x2*y” will match x***. on the RightFax server. Modifiers with a space.... potentially creating endless routing loops.yyy.... (Separate literal digits from Max. Matches one or more digits belonging to the ANI number..) Matches one or more digits belonging to the DNIS number. enter the pattern of ANI data you receive using the symbols in the following table. x2z*y2 2 = xxzzz. Table 23a ANI Pattern Symbols Symbol * # X Represents Matches one or more asterisk characters in the source string.mailbox.yyy. This configures the mailbox to perform ANI routing on each received fax. In the ANI Pattern Matching box. Modifier (1–9) Literal Digits (0–9 and A–D) Example 1x10*y = 1xxxxxxxxxx***. open the RightFax BoardServer service in Enterprise Fax Manager and select Global Y Z Max. Board Settings. A digit that represents a maximum character match for any of these symbols described here.) Valid phone digits.. If the needs of your organization require you to create multiple central mailboxes. To specify this pattern.) In most cases.yy2 Finally. Because the ANI data you receive from your service provider probably includes extra informational digits. each mailbox must have a routing code that corresponds to a channel extension configured in the BoardServer. click the Inbound Routing tab. (For example... and click ANI in the Routing Type box. create an ASCII file called Ani..***. Do not set the routing type of individual RightFax user mailboxes to ANI or each user’s mailbox will attempt to reroute all received faxes. tbl. which may or may not include a fax phone number. To specify the routing table for the mailbox. Click the General tab and select Enable CSID Routing. and CSID is the CSID information (either text or a phone number) that. Inc. faxes sent from a specific fax number can be routed to a specific recipient. run the RightFax Server configuration program. Here is an example of a short ANI routing table: 1001 15205551212 1002 15205552345 1003 15205550982 1004 15203201000 sending device is not transmitted or cannot be determined.tbl file. and specify a routing table called Sales. create an ASCII file called CSID. The ANI string and routing code must be separated by a single space. all incoming faxes with CSIDs that indicate they originated from area code 520 will be routed to the RightFax user with the routing code 1001. and it may be impossible to match with data in RightFax.RightFax 9. On the RightFax server. Each line must contain a separate entry using this format: RoutingCode CSID where RoutingCode is the routing code setting of the user to route to. In the preceding example. If an ID for the . For this reason. However. and type the file name in the Routing Info box. The CSID may be the company name or other data. Configuring CSID Routing CSID (caller subscriber identification) routing routes inbound faxes to a specific mailbox based on the ID of the sending device. edit the user profile for the mailbox in Enterprise Fax Manager. will route to that user. Create a central mailbox for Sales. Creating alternate routing tables You can set up multiple central mailboxes for ANI routing. CSID routing precludes some other routing types like DTMF and channel routing. click the Inbound Routing tab. The CSID. Configuring RightFax for CSID routing To configure RightFax for CSID routing.4 Administrator’s Guide 242 Where RoutingCode is the routing code setting of the user to route to and ANIString is the ANI data represented by ‘X’ characters in the ANI pattern match. 1003 RIGHTFAX The asterisk (*) wildcard character can be used to represent any unspecified characters at the end of the CSID string. The custom routing table files must be located in the RightFax\Bin folder. Here is an example of a short CSID routing table: 1001 520* 1002 Acme. Using CSID routing. This wildcard can only be used at the end of the CSID string in the CSID. when sent. The CSID text can contain spaces and other special characters. CSID routing can be an unreliable method of routing. routing types that occur after arriving in a fax mailbox (like OCR routing) can still be used. This method relies on data from the sending device. the fax is placed in the mailbox that corresponds to the Channel Extension setting for the channel it arrived on (or to the administrator of the Everyone group if no channel extension match is found). Example You could set up a mailbox that receives and routes faxes to the Sales department.tbl file is the CSID routing table. and all characters preceding the wildcard must match the incoming CSID exactly for routing to be successful. The routing code and CSID must be separated by a single space.tbl in the RightFax\Bin folder. incoming faxes will be sent to a network folder that you specify. For Chapter 23 Routing Inbound Faxes 243 . Email When you select this routing type. you must also provide the necessary routing information in the Routing Info box so that RightFax can find the correct email mailbox. or refer to the documentation included with the RightFax email gateway module. incoming faxes are forwarded to the user as an email message. you must type the path to the folder in the Routing Info box and/or choose from several macros as to how you would like the faxes stored (such as by month. the RightFax fax server would have to be attached to FILESERV with sufficient privileges to write to the Faxin folder. If you select this option. The delivery method is configured individually for each RightFax user. To assign a delivery method to a user 1. Example The following entry in the Routing Info box would route Manager” on page 109). 3. you have several options for the delivery method to the user. day. Network directory When you select this routing type. The list of users appears in the right pane of the window. You have the following delivery options: “Fax mailbox” (page 243) “Email” (page 243) “Network directory” (page 243) “OCR” (page 244) “RightFax InterConnect” (page 244) “TRS NetComm message server” (page 253) “Telephony server” (page 245) Fax mailbox When you select this routing type. incoming faxes will be routed to the user’s FaxUtil mailbox.Configuring Delivery Methods for Users After you have configured a routing method for your organization. and click Users under the RightFax server in the Fax Server Tree. in the Routing Type box. If you select this option. or billing code). Run Enterprise Fax Manager (see “Starting Enterprise Fax information on routing faxes to an email mailbox see “Receiving Faxes via Email” on page 289. Double-click a user to edit the user’s profile. The User Edit dialog box opens. Click the Inbound Routing tab. 2. and select the delivery method faxes to the RightFax\Faxin folder on the \SYS volume of the FILESERV file server: \\fileserv\sys\rightfax\faxin In this example. RightFax will create any specified folders. assuming it has the necessary network access privileges. This routing type requires the RightFax Enterprise server. Macro ~1 ~2 ~3 ~4 ~5 ~6 ~7 ~8 ~9 ~0 ~A ~B Definition Date (YYYYMMDD) Day of the week (SUN–SAT) Month (JAN–DEC) Year (YYYY) Day of the month (DD) Month as decimal (01–12) User ID (truncated to 11 characters) Week of year as decimal (00–51) Billing Code 1 (truncated to 11 characters) Billing Code 2 (truncated to 11 characters) Remote ID (left to right. To change this so that faxes have the time and date of the receiving server. after macro replacement. truncated to 11 characters) Remote ID (right to left. The following table lists the available folder macros. and the RightFax user account (user ID) of the fax recipient must exist on both RightFax servers. incoming faxes will be OCRed for recognizable character strings.txt. Note By default. Example Entering \\FILESERV\SYS\RIGHTFAX\~1 will cause the fax server to create a folder \\FILESERV\SYS\RIGHTFAX\20020101 when storing a fax received on January 1. the fax will appear in the recipient’s fax mailbox. This routing type requires RightFax OCR Routing module.4 Administrator’s Guide 244 The destination path can also specify one or more folder macros that cause unique or descriptive folders to be created dynamically. The InterConnect service must be enabled on at least one of the receiving RightFax server’s WorkServers. Auto-printing. . enter the destination RightFax server name. routed to the appropriate user. auto-OCR. truncated to 11 characters) RightFax InterConnect When you select this routing type. The total length of the path. 2002. when a match is found. No additional routing information is necessary if you plan to use the default OCR routing table Route. and auto-forwarding are not available with this routing type. but will not appear in the specified network folder. In the Routing Info box. The file name stored in this folder is a unique name assigned by the RightFax server and cannot be changed. incoming faxes will be redirected from one RightFax server to another. purchased separately.RightFax 9. because they are performed by the destination fax server only. add a REG_DWORD value called InterconnectSetTZ to HKEY_LOCAL_MACHINE\Software\RightFax\ WorkServer\WorkSrv# (the number of the WorkServer performing Interconnect) and set the value data to 1. If a sent fax is forwarded or routed from one RightFax user to another RightFax user with a network routing destination specified. Table 23b Dynamic Folder Generation Macros OCR When you select this routing type. faxes routed from one RightFax server to another RightFax server in a different time zone will have the time and date stamp from the originating server. and. cannot exceed 72 characters. compared to a table of RightFax user IDs and matching strings. Note Only received faxes will be routed to a network folder using this method. RightFax generates and assigns unique ID numbers to each fax it receives. With Smart Fax Distribution. In the Routing Info box. either named pipes or TCP/IP. the user group that will share the faxes is assigned a Routing Code. Faxes that are routed to the group ID are then distributed between the group members (using each individual’s configured routing method) either round-robin or according to each user’s ability to process the faxes. complete the following tasks: 1. enter the telephony server routing information using this format: (NP: or TCP:)server/source/sourcepassword/destination Where NP: or TCP: represents the network protocol. see “Defining an RTI line” on page 79. for example. This unique ID number is printed on the fax page in the receipt terminal information (RTI) line. You can specify an alternative ID number scheme if you want to store faxes on a network folder. Assigning Unique ID Numbers to Fax File Names and Routing to a Network Folder Faxes stored in a network folder can be assigned unique ID numbers. You can include any text and variables in the RTI line. date. if you want to distribute all incoming purchase orders among all members of your order entry group for processing. Chapter 23 Routing Inbound Faxes 245 . Add the registry entry to each WorkServer key in HKEY_LOCAL_MACHINE\Software\RightFax\WorkServer. To do this. In HKEY_LOCAL_MACHINE\Software\RightFax\FaxServer.Telephony server RightFax can route incoming faxes to a telephony server mailbox. and the ID numbers can be used as the file names. Specify the users whose faxes should be routed to the folder (page 246) Formatting the unique ID Enable the RTI line and define the unique ID that should print on each page by specifying the format in the RTI line. For example. Configure RightFax to use the unique ID as the file name (page 245) 3. This can be useful. To configure Smart Fax Distribution for user groups. Create a registry entry that instructs RightFax to use the unique ID as the file name for the fax. you can specify an ID that consists of the server name. Configure RightFax to create a separate file for each fax page Distributing Faxes to a Group of Users Smart Fax Distribution is a method of distributing received faxes between all the members of a user group. add the registry value UseReceiveStampUnique with the data type REG_DWORD and value of 1. because the unique ID of the fax will be changed to reflect the RTI line value. To assign unique IDs. see “The Smart Fax Distribution tab” on page 138. By default. 2. (page 246) 4. Configuring RightFax to use the unique ID as the file name 1. however the line that prints is limited to 15 characters. and page count. Format the unique ID (page 245) 2. Caution The variable ~A (the unique ID assigned by RightFax) should not be used. In Enterprise Fax Manager.RightFax 9. type the name of the folder where the faxes will be saved. 3. select the Separate File Per Page Output check box. 2. Specifying the users whose faxes should be routed to the network folder Follow these steps for each user whose faxes should be routed to the network folder. 4. . In Enterprise Fax Manager. select TIFF (G3-1D) or TIFF (G4). 3. 2. click the Permissions tab. 4. In the User Edit dialog box. 1. Select the check box Stamp Pages of Received Faxes with Audit Stamp. Under Services. In the File Format box. edit each user whose received faxes should be routed. Click the Inbound Routing tab. In the Service Name list.4 Administrator’s Guide 246 Configuring RightFax to create a separate file for each fax page Follow these steps on each server in order to route received faxes to a network folder. Repeat these steps for each WorkServer that you want to handle file routing. double-click RightFax WorkServer# Module. select FileRoute. Under Archive Settings. 1. and click to clear the selection of Archive. select the server. In the Routing Type box. The WorkServer Configuration dialog box opens. select Network Directory. 5. In the Routing Info box. 1. “Creating a User Profile” on page 121. 5. click OK. If updates are found. and a copy of the cover page from the received fax being replied to. software is not installed on your system. The faxed reply is fully customizable. 3. To change this setting. relevant fax addressing information. inbound routing should not be set to delete after routing. 247 . Carefully read and accept the license agreement and click Next. check the box next to Do not check for updates and click Next. Installing and Configuring AutoReply AutoReply Setup can be run on any computer with network access to the RightFax server. The RightFax Product Suite Setup wizard opens. To cancel Setup and install . Log on to the computer with a Windows account that is member of the domain users and local administrators group. 4. verify you have an active HTTP connection and click Check for Updates. 2. browse the DVD and run Setup. you must run the AutoReply Wizard to add the AutoReply service to the RightFax server.NET Framework 2.NET Framework 2.Chapter 24 Responding to Inbound Faxes with AutoReply The AutoReply service monitors one or more RightFax mailboxes for inbound faxes. Setup can check for RightFax updates and other late-breaking information. see “Editing user properties” on page 121. After Setup is finished. If AutoRun is not enabled.0 or later.NET Framework 2.0. the fax can be automatically printed or forwarded to another RightFax mailbox so that a reply can be sent manually. To skip the update check and continue with Setup. It is recommended that you create a unique user ID from which all AutoReply faxes will be sent.0 yourself.exe. If no valid CSID number is included with the inbound fax. Microsoft C++ runtime components. If this Requirements Microsoft . 6. If AutoRun is enabled. your organization's logo or other graphic images. For each user that will be monitored for automatic replies. or AutoReply will fail. a menu of install options appears. Setup will prompt you to install it. To create a user ID. To install. and it faxes replies to the sender (based on each sender's caller service identification (CSID) number). The AutoReply fax is sent from one user account in RightFax. follow the instructions in the Result section. click Cancel. To check for updates. Setup requires Microsoft . Insert the RightFax Product Suite DVD. You can format the reply to include personalized messages. Review the welcome screen and click Next. and then click Next. click Apply response for the monitored users. create a list of users to required by your chosen features and also lists the status of setup operations. (If no valid CSID number is included with the received fax. 12. In the Select Monitored Users window. This may take several minutes. When finished.4 Administrator’s Guide 248 7. Select the RightFax AutoReply Setup component and click 6. In the Available users list. When finished. and then click Next. click one or more users. 10. To apply your settings and install required third-party software. click Next. in the Select the monitored user ID box. Enter the log on user ID and password. an AutoReply cannot be sent.RightFax 9. click Next.) faxes will be sent. Click Connect to connect to the server. To begin installing RightFax software. specify the server that AutoReply will monitor.) monitor. create a list of users to Next. This may take monitor for the AutoReply service. When finished.) Print the received fax if an AutoReply cannot be sent. Click Next. choose a RightFax user ID from which reply The printer ID for the printer where the fax should print. No other Setup components should be chosen. The users appear in the Monitored users list. To continue. The AutoReply Setup Wizard opens. Table 24a AutoReply Responses followed by Close. Click the Windows Start button > All Programs > Captaris > Response Enter this The user ID where the fax should be routed. and then click Add. (If no valid CSID number is included with the received fax. Click Connect to connect to the server. click Next. you can specify just one user ID from which all reply faxes will be sent. In the Select Monitored Users window. 9. Software that must be installed will have a status of Must Install. Enter the Log on user ID. In the Edit Monitored Users window. Password. 5. . Choose your installation folder and click Next. 13. type the server that AutoReply will Route the received fax to another user after an AutoReply is sent. click Next. Or. 3. To continue. Click Custom followed by Next. To apply your settings and complete Setup. click Next. When you have created the list. and Network Protocol. To create one method of response for all users. 8. When you have created the list. Using the pick-list. click Default. 8. The user ID where the fax should be routed. 4. Click the option to Set up and configure a new RightFax server and click Next. In the Available users list. click Next. 7. The users appear in the Monitored users list. (Enter a printer ID defined in Enterprise Fax Manager. and then click Add. You have the following options for AutoReply responses. In the RightFax Server field. click Next. To configure the AutoReply service 1. click one or more users. choose a user and the responses for that user. choose the AutoReply several minutes. The Preview Requirements step lists third-party software monitor for the AutoReply service. For each server. 2. In the Choose RightFax Server window. 11. an AutoReply cannot be sent. RightFax AutoReply Wizard. Route the received fax to another user if an AutoReply cannot be sent. click Apply. click Apply. enter the location of the file to 4. You have the following options for AutoReply responses Table 24b AutoReply Responses Managing AutoReply from a Remote Computer You can manage AutoReply from a computer that is remote from the server. Click Finish. specify the server to connect to. (If no valid CSID number is included with the received fax. (To format the AutoReply fax. Installing AutoReply on a remote computer On the remote computer.) your log on user ID and password. In the Connection tab. Response Route the received fax to another user after an AutoReply is sent. proceed to the next section to configure AutoReply on the local computer. run the configuration program on the remote computer. In the Monitored Users tab. A sample file called Format.) Enter this The user ID where the fax should be routed. 10. choose a user and the responses for that user. run AutoReply Setup (see “Installing and Configuring AutoReply”). Enter The printer ID for the printer where the fax should print. Route the received fax to another user if an AutoReply cannot be sent. and then click Connect to connect to the server. To create one method of response for all users. 2. enter the location of the file to use for formatting the AutoReply fax.) 6. It is recommended that you modify this sample file to fit your organization’s needs. Or. In the AutoReply User ID tab. Click OK.9. In the Format File tab. and then click Add. The user ID where the fax should be routed. click one or more users. enter the RightFax user ID from which reply faxes will be sent. click Default. When Setup completes. On the remote computer click the Windows Start button > All Programs > Captaris > RightFax AutoReply Configuration. (If no valid CSID number is included with the received fax.) Click Next. For each server. in the Select the monitored user ID box. (Enter a printer ID defined in Enterprise Fax Manager. the AutoReply service. Chapter 24 Responding to Inbound Faxes with AutoReply 249 . The users appear in the Monitored users list. In the Enter File Names window. The AutoReply Configuration window opens.) Print the received fax if an AutoReply cannot be sent. create a list of users to monitor for use for formatting the AutoReply fax. choose the AutoReply response for the monitored users. see “Customizing the Reply Fax” on page 250. 3. In the Available users list. To do so. To run the AutoReply configuration program 1. an AutoReply cannot be sent. In the Monitored User Configuration tab. an AutoReply cannot be sent. 5. (To format the AutoReply fax. first install the AutoReply configuration program on the remote computer. see “Customizing the Reply Fax” on page 250. Next.ini is available in the RightFax\AutoReply \Samples folder. you can specify just one user ID from which all reply faxes will be sent. 5. This file includes layout settings for a reply fax page. Table 24c Options in the General Section Table 24d Options in the Frame Section Option Area Value Definition Left. a frame that fills the lower-right quarter of a letter-size page might have this value: 4. To add variables to the text in a text file. The Frame sections each define the location of a frame on the fax page and the contents of the frame. For example.8.Size. OutputSize Letter.10. The Format. The General section defines values that apply to the entire fax page. You can place an unlimited number of frames on a page. Specify the path and file name in the AutoReply configuration. A4.4 Administrator’s Guide 250 Customizing the Reply Fax You can specify the appearance of your reply fax. Border Width The width (in pixels) of the border to draw. the point size. Font Name.Styl e The font that will be used for all text in this frame. Size Definition The default font that will be used for text if a font is not specified for a frame. Omit or set to zero for no border. A sample file called Format. The Bottom left and right values are measured from the left edge of the page.5. HorizontalAlignment Left. The horizontal alignment of the text or graphic within the frame.. For graphic files. Top. The appearance is defined in a text file. Specify the name of the font. Italic. The name of the file to include in the frame. Right. see “Using variables in text” on page 251. Legal The size of the page for the reply fax. The boundaries of the frame. Center.ini is available in the RightFax\AutoReply\Samples folder. and (optionally) the style (Bold.RightFax 9. It is recommended that you modify the sample file to fit your organization’s needs. monochrome bitmap files are recommended for best image rendering. This can be either a text file (if the Type option is set to Text) or graphic file (if the Type option is set to Graphic).ini file is divided into sections. or Right . File File name Option Font Value Name. The text file can have any file name and can be located in any folder accessible by the fax server.25. or both).5. The top and bottom values are measured from the top edge of the page. Table 24e Text Variables Option Text Value Text Definition If you have set the Type option to Text. The AutoReply executable does not include any command line switches. 3. Center. or Wrap The vertical alignment of the text or graphic within the frame. Open a command prompt and change to the VerticalAlignment Top. To add variables to the text. ~5 Troubleshooting the AutoReply Service To troubleshoot the service. Date and time the fax was received (the start of receipt). For example. The date and time will appear as Date Time [Timezone]. Number of pages in the received fax. “Using variables in text” on page 251. Unique ID of the fax (assigned by the RightFax server). Graphic. you can run AutoReply in a command window to view debug information. stop the AutoReply service. Bottom. Graphic frames display the graphic file specified in the File option. Type AutoReply and press ENTER. Type Text. use the File option. this option supplies the text that will appear. where the Date and Time are formatted according to the Regional settings in Control Panel. Variable ~1 ~2 ~3 Definition Destination fax phone number. the text TO: Fax Sender at ~1 would appear in the reply fax as TO: Fax Sender at 520-555-0100. Chapter 24 Responding to Inbound Faxes with AutoReply 251 . 2. In Enterprise Fax Manager. To include a longer text message. FaxPage frames display the first page of the fax that is being replied to. scaled to fill the frame. or FaxPage Each frame must be one of these types: Text frames display literal text from the Text option or text from a text file specified in the File option. The Wrap value should be used for unformatted text to wrap the text to fit within the boundaries of the frame. RightFax\AutoReply folder. scaled to fit the frame. Note that this option supports a single line of text only. 1.Table 24d Options in the Frame Section (Continued) Using variables in text Text in the format file and text included from an external file can contain one or more of the following variables. RightFax 9.4 Administrator’s Guide 252 . addressing information.Chapter 25 Creating. library documents. This can be useful. if you want to write a letter using a word processor and then immediately send it as a fax. you can also send email messages as faxes. FaxUtil online help is installed with the FaxUtil client application. The method you use to create a fax depends on the content of the fax. RightFax adds a Fax Destination command to the Send To shortcut menu that forwards the specified file to the RightFax server and opens the Fax Information dialog box. Installing email gateways and associated client software is described in the RightFax Gateway for Microsoft Exchange Guide and RightFax Gateway for Lotus Notes Guide. you must first install the appropriate client applications on the client computer (described in the RightFax Installation Guide). or create a customized fax by combining files. you can create and fax documents directly from your computer. print it using the printer designated “RightFax Fax Printer. To enable these features. prompting you for addressing information (see “Using the Fax Information Dialog Box” on page 254). refer to the FaxUtil Quick Reference Card and the FaxUtil online help system. for example. For more information on using the FaxUtil client application and other RightFax fax client options. Printing documents to the fax printer You can fax any document directly within the application used to create the document. Also. You can create and send complex documents directly from a word processor or other business application. and Deleting Faxes With the RightFax client applications. Sending. Send To is a function built in to Windows operating systems that quickly copies a file to a selected destination. With one of the RightFax email gateway modules. prompting you for addressing information (see “Using the Fax Information Dialog Box” on page 254). the document will be sent as a fax to the destination you specify. the application used must be able to print to a network printer. When the document is ready to be faxed. Using the Send To function Creating a Fax RightFax provides users several convenient ways to create a new fax. select and fax existing document files with the click of a button. and your own notes from one convenient dialog box. 253 .” The RightFax fax printer forwards your printed document to the RightFax server and opens the Fax Information dialog box. When you complete the required fax information boxes and click Send. This feature is only available if the RightFax Print Driver component was selected during the RightFax client installation (described in the RightFax Installation Guide). you can create a fax as an email message and fax it directly from your email mailbox. The Fax Information dialog box also provides several options that let you control when and how the document is sent. For information on faxing from your email client application. Using the Quick Fax/Broadcast function The Quick Fax/Broadcast feature creates a fax by combining files. Right-click the file to open a shortcut menu. Complete the required addressing boxes and specify any notes. refer to the FaxUtil online help system installed with FaxUtil. addressing information. The tray icon is installed when the RightFax Print Driver component is selected during the RightFax client installation (described in the RightFax Installation Guide). for example). and then select Quick Fax/Broadcast. see Chapter 28. Each of these client applications let you create a new fax. the fax will remain in your FaxUtil mailbox with the status “Info Not Complete” until the required boxes are completed. For information on creating faxes using the FaxUtil client. “File Formats that Convert to Fax Format”. To Name and Fax Number are the only required boxes. In most cases. and Lotus Notes. files. click Send to send the fax. and then click File Destination via RightFax. including RightFax Web Access. Click Send To. Click Send to generate and send the fax. or use the Send To or Quick Fax/Broadcast functions. The Fax Destination via RightFax command is installed when the RightFax Print Driver component is selected during the RightFax client installation (described in the RightFax Installation Guide). you must provide the RightFax server with fax addressing information (such as the destination fax number). The RightFax administrator can determine the required entries for users in Enterprise Fax Manager (see “Requiring Cover Sheet Fields” on page 231). library documents. refer to the documentation provided by RightFax for your specific client type. Using the Fax Information Dialog Box To send a new fax. or refer to the RightFax Gateway for Microsoft Exchange Guide or RightFax Gateway for Lotus Notes Guide. or library documents you want to attach. or create a new fax in FaxUtil. When you print a document to the fax printer. see Appendix B. This dialog box prompts you for fax addressing information and also lets you attach files. “Using RightFax Email Gateways”.RightFax 9. For a list of file formats that can be converted to fax format. Click Send to generate and send the fax. . Complete the required addressing boxes and specify any notes. Creating a fax in email If you have installed one or more RightFax email gateway modules. When you have completed all the required and optional entries. and your own notes from one convenient dialog box. This feature only works with file formats that the RightFax server can convert to fax format (it will not work with executable files. open the folder that contains the file that you want to fax. For information on creating faxes using other supported fax clients. or library documents you want to attach. If you send a fax before completing all the required boxes. Microsoft Outlook. in Windows Explorer. and your own notes. library documents. RightFax opens the Fax Information dialog box. The Fax Information dialog box opens. Creating a new fax from your client application RightFax supports several fax client applications in addition to its own FaxUtil client.4 Administrator’s Guide 254 To use this function. The Fax Information dialog box opens (see “Using the Fax Information Dialog Box” on page 254). Click the RightFax tray icon to open the tray icon shortcut menu. Boxes that appear in bold are required. additional files. Chapter 25 Creating. click Phonebook. The Phonebook dialog box opens. enter the name. Using this resolution takes longer to generate and send the fax but produces a clearer fax image. For more information on sending a fax to an email address. click the arrow button next to the Fax Number box. For more information on using billing codes. and spaces can be typed in a destination fax number. Sending. phone number. You can also specify up to two billing codes under Accounting. For more information on creating and using RightFax phonebooks and phonebook entries.The Main tab Figure 25. To add the fax addressing information entered under To as a new entry in your RightFax phonebook. If you have permission to change cover sheets in your RightFax user profile (“The Permissions tab” on page 122). including file types that cannot be rendered as images (such as WAV files). and Deleting Faxes 255 . Double-click a phonebook entry to add it to the Current Recipients list. Note Hyphens. listing the individual and group entries in your RightFax phonebooks. Boxes in bold (such as Fax Number) must be completed before the fax can be sent. parentheses. and sending file attachments of any type. Under To. You can add as many fax recipients to this list as you want. You can choose to enter an email address for your intended recipient instead of a fax number. see Chapter 14. Use cover sheet Adds a cover sheet to the beginning of the fax. To select a fax destination from your RightFax phonebook. see “Using the RightFax Phonebook” on page 265. You must always complete the Fax Number box because RightFax uses this when connecting to the destination fax machine. Sending to an email address allows several additional options including sending via certified delivery. These codes can be used by the RightFax administrator to track who the fax was sent to or who sent the fax. and other addressing information for the intended fax recipient as you want it to appear on the fax cover sheet. RightFax uses the cover sheet file specified by the RightFax administrator as your user or group default. Fine mode Select this check box to create the fax using 200×200 dots per inch (DPI) resolution. Click Lookup to view and select from a list of billing codes.1 The Fax Information Dialog Box Main Tab sending images in portable document format (PDF). and select E-Mail Address from the shortcut menu. see “Sending Documents to Email Addresses” on page 259. “Creating Billing Codes”. click Add Entry. You can also type the number without any spaces or separator characters. To enter an email address. you can select the cover sheet to use (see “The More Options Tab” on page 258). depending on the needs of your organization. Up to 62 characters can be entered for an email address. click the fax in FaxUtil and select Release in the Fax menu. refer to the RightFax SecureDocs Module Guide. In FaxUtil. you can check this option when sending to either a fax number or an email address.4 Administrator’s Guide 256 Hold for preview You can examine the final version of the outgoing fax before you send it. you must also specify a date and time to queue the fax for transmission. but a PDF file is stored with the fax record on the server and can be viewed from your fax client application. Create PDF image When sending your document to an email address. the recipient will receive the PDF file as an attachment to the email message. Use smart resume Allows the fax server to intelligently re-send only the portion of a fax that failed to send. The Cheap Rates time can be specified by selecting Options in the FaxUtil Tools menu. Received. The Sent. and then clicking the Other Options tab. Note The fax is queued at the time you specify. the fax will be sent as soon as possible. you can record such a fax transmission on the RightFax server for tracking purposes. This can cause a delay between the time you specify and the time that the fax is actually sent. normally all 50 pages have to be re-sent. For example. With the SecureDocs module. When sending to an email address. Also. Use cheap rates Tells RightFax to delay sending the fax until a specified time (typically in the late evening when long distance rates are lower).RightFax 9. For information on creating rich PDFs and setting PDF options. If you select this check box. you can click the […] button to open a list of additional PDF options. when the RightFax SecureDocs module is installed. For more information on recording a manual fax. If you specify a time and date that has already passed. . The fax will be held in your FaxUtil mailbox with the status “Held for Preview” and can be viewed there. This lets you take advantage of off-peak phone rates or ensure that the fax recipient is available at the other end. By enabling Smart-Resume. PDF files are formatted in full color and the text of the PDF can be selected and edited (rich PDF). These options are available when you select Fax > Record Manual Fax in FaxUtil. the server will only re-send the last 10 pages. but will not actually be sent until it reaches the top of the queue. and Pages options in this dialog box let you specify information about the fax. This PDF file will be converted to black and white and cannot be edited unless the RightFax SecureDocs module is installed on your RightFax server. To send the fax after you have previewed it. refer to the FaxUtil online help. Thermal fax options When you send or receive a fax from a fax machine that is not connected to the network or to the RightFax server (such as a thermal fax machine). the recipient receives a conventional fax image. If the RightFax SecureDocs module is installed. check this option to send a PDF file instead of a TIFF file (the image format used for faxes). When sending to a fax number. no record of the fax is stored on the RightFax server. if the connection is broken after 40 pages of a 50-page fax. Delay send Tells RightFax to postpone the transmission of your fax to a later day or time. This text is not sent to the fax recipient.2 The Fax Information Dialog Box Cover Sheet Notes Tab Text Limit This displays the current number of lines in your note and the number of lines remaining.3 The Fax Information Dialog Box Attachments Tab In order for your notes to appear. If you exceed 21 lines. only 21 can be displayed on the cover sheet. Each <NOTE> embedded code will display up to 69 characters of the message entered here and a cover sheet can include up to 21 <NOTE> embedded codes. the fax cover sheet used must include one or more <NOTE> cover sheet embedded codes. Native documents are electronic document files that you have saved on your local Chapter 25 Creating. For more information on cover sheets and the <NOTE> cover sheet embedded code. see Chapter 21. the computer will beep and an error message will appear in this box. Although it is possible to enter more than 21 lines of text. Library documents are frequently faxed documents that your fax administrator has stored on the fax server. you can attach two types of documents: library documents and documents in their native file format.The Cover Sheet Notes tab Click this tab to add notes or comments to the cover sheet. Notes to be Placed on the Cover Sheet Type the notes that you want to appear on your fax cover sheet. The Attachments tab Figure 25. Available Attachments When sending a document to a fax address. Figure 25. Text you enter in this box will appear in your FaxUtil mailbox in the Comments column. Sending. Comments for your Records This is a comment for your own use only. You can enter up to 21 lines. and Deleting Faxes 257 . “Creating Fax Cover Sheets”. Selected Attachments This box lists the library documents and native document files you have attached to the fax. “Creating Overlay Forms”. To remove an attachment. normal. see “Sending Documents to Email Addresses” on page 259. select the attachment and click the arrows. each file will be sent to your recipient. Check this option to send the file in its native document format as a file attachment to the email message. Recipient Fax ID Specify the exact remote fax ID of the intended recipient’s fax machine or server. the “High Priority” option will not appear here. If you do not have the Can Use High Priority permission checked in your RightFax user profile (see “The Permissions tab” on page 122). Use Form Select this check box to add an overlay form to the fax. When this feature is enabled. the fax will not be sent unless the remote ID matches the ID specified. For more information. but the recipient will only see the first file that is supported by his email client application. you can select a cover sheet in this list. “File Formats that Convert to Fax Format”). Select low. Check the box in this column for each native document attachment you want to use as your email body. form overlays cannot be applied to attachments when the Native option is selected. If you select multiple files. including file types that cannot be rendered as images (such as WAV files). double-click it. Each of your attachments will be added to the fax in the order it is listed here. it will appear in the Selected Attachments list. you can attach files of any type. To preview an attachment. You can use the asterisk (*) and question mark (?) wildcards if you are not sure of the exact ID. Cover Sheet File If your user profile includes permission to change fax cover sheets. these files can almost always be used as email body text. Question marks represent exactly one digit or character each. If the file type you specify is not supported by your recipient’s email client application. this box also specifies one or more native document files to be the body text of your email message. This box lists all of the library documents stored on your fax server. Asterisks represent zero or more characters or digits. Automatic Deletion Specify when sent faxes should be automatically deleted from your FaxUtil mailbox. Note Because most email client applications support plain ASCII text files. This feature is supported for Brooktrout fax boards only. To specify the form file to use. In addition. If you are sending to an email address and you have attached a native document file.RightFax 9. When you double-click the file name. a check box will appear next to the document in the Native column. rather than rendering the document into a fax image. For more information on forms. When sending a fax document to an email recipient. Using this option. click the file folder button to search for and select a document file. or high priority from the list. see Chapter 12. it will be ignored. This adds an Alternate Body column. click the arrow to open a list all available forms. The More Options Tab Recipient Notify Address Enter an SMS address to receive an SMS/pager notification of a new fax. To attach a document file. . Priority Specify the priority that is assigned to the fax. Many email client applications also support HTML and rich text format (RTF).4 Administrator’s Guide 258 computer or on a server (such as Microsoft Word DOC files). select it and click the Delete button [X]. To move an attachment up or down. You can attach any of the native document file types supported by the RightFax native document conversion engine (described in Appendix B. Right-click any of the column headers in this list and select Advanced Columns from the pop-up menu. and you can attach as many files to a fax as you want. Double-click a file to move it to the Selected Attachments list. the fax administrator must give the RightFax server access to an SMTP server on the network (see “Configuring the fax server to send documents to email addresses”. fax number. and Deleting Faxes 259 . Sending. Your recipient will receive your document as one or more file attachments to an email message with the subject “E-Document. Figure 25. Note The Web Server and Web Site options on this dialog box are required only for SecureDocs certified delivery. refer to the RightFax SecureDocs Module Guide. 5. This information will appear on the fax cover sheet.4 Configuring RightFax to Access an SMTP Server Sending Documents to Email Addresses You can use the RightFax client applications to create and send a document to an email address. Configuring the fax server to send documents to email addresses To send documents to email addresses in addition to fax numbers. Double-click RightFax Server Module in the Service Name column. To specify an SMTP server in RightFax 1. a RightFax user must have a valid return email address configured in the Email address box in the Identification tab of the User Edit dialog box (described on page 121). 3. rather than a fax number.From Enter your name. Run Enterprise Fax Manager (see “Starting Enterprise Fax 4. you must specify an SMTP server on your network that the RightFax server can use to access the Internet. Click the name of your RightFax server in the tree in the left pane. phone number.” To use this feature. Manager”on page 109). A list of services appears at the bottom of the Enterprise Fax Manager window. in order to send any document to an email address. and other contact information. In the SMTP Hostname box. 2. For information on these options. The Server Configuration dialog box opens. Chapter 25 Creating. enter the name of an SMTP mail server on your network where RightFax will send email messages for transmission. Click OK. Also. Click the eTransport tab. below). RightFax 9.4 Administrator’s Guide 260 Sending documents to email addresses Sending a document to an email address allows several additional options including sending via certified delivery, sending images in portable document format (PDF), and sending file attachments of any type, including file types that cannot be rendered as images (such as WAV files). For information on sending documents to email addresses using other fax client applications such as the RightFax Client for Microsoft Exchange, the RightFax Client for Lotus Notes, or the RightFax Web Client, refer to the documentation provided with your client software. To specify an email address as your document destination 1. In the Fax Information dialog box (described on page 254), When you send a document as a PDF, RightFax converts the document to a TIFF image, and then converts the TIFF image to PDF. The PDF image is black and white and can’t be edited. To send a PDF that is rendered in color and can be edited, the fax administrator must install the RightFax SecureDocs module (sold separately). Attaching documents in their native file formats When you send a document to an email address, you can choose to leave file attachments in their native file format, rather than sending them in TIFF or PDF format. This lets you send file types that normally cannot be rendered into images, such as .exe, .wav, or zipped files. To leave file attachments in their native format, select the Native check box next to the attachment in the Attachments tab of the Fax Information dialog box. For information on adding file click the Main tab. 2. Click the arrow button next to the Fax Number box and select E-Mail Address from the menu. 3. Enter the destination email address. Up to 62 characters can be entered. Sending documents in PDF format When sending a document to an email address, you can choose to send a portable document format (PDF) file, rather than a TIFF image file (the file format used for faxes). To send a PDF version of your document, select the Create PDF image option in the Main tab of the Fax Information dialog box (described on page 255). When you send a PDF to an email address, the recipient receives the PDF as an attachment to the email message. When you send a PDF to a fax number, the recipient receives a fax image, but a PDF file is stored with the fax record on the RightFax server. This PDF file can be viewed from your fax client application. attachments to your outbound documents, see “The Attachments tab” on page 257, or refer to the online help for your fax client application. Figure 25.5 Sending a File Attachment in its Native Format Select the Native check box Because most email software supports ASCII text files, these files can usually be used as alternate body files, although many email software packages also support HTML and rich text format (RTF). If you select more than one alternate body file, your recipient’s email software will display the first listed file with which it is compatible, ignoring any previous or remaining alternate body file attachments. For this reason, the order in which alternate body files are displayed in the Selected Attachments list is important. When attaching multiple alternate body files, it is recommended that you always list the least frequently supported alternate body file types (such as RTF) at the top of the Selected Attachments list. To attach alternate body files 1. In the Fax Information dialog box (described on page 254), click the Attachments tab. 2. Attach the alternate body files you want to use by clicking the folder button and browsing for the files. Make sure that the alternate body files are listed with least frequently supported alternate body file types (such as RTF) at the top of the list. Using a file attachment as the body of your email message When you send a document to an email address, the window in the recipient’s email software where the text of email messages normally appears (the body of the email message) is blank. The document itself is stored with the email message as a file attachment, along with any additional native file attachments you added. However, you can choose to specify one or more document files to use as the body of the email message. These are called alternate body files. Alternate body files can be useful if you want to include a customized introductory message for the attached documents. Chapter 25 Creating, Sending, and Deleting Faxes 261 RightFax 9.4 Administrator’s Guide 262 3. Right-click any of the column headers in the Selected Using Embedded Codes Note The embedded codes described in this section are not supported on fax cover sheets. Cover sheets support a separate list of cover sheet codes. For information about fax cover sheets and cover sheet codes, see Chapter 21, “Creating Fax Cover Sheets” on page 223. Attachments list and select Advanced Columns in the shortcut menu. This adds an Alt. Body column to the Selected Attachments list. Figure 25.6 Specifying a File Attachment as an Alternate Body File Embedded codes are special faxing instructions that you insert into documents created in other applications. You can use embedded codes to include fax cover sheet information, attach library documents, add billing information, and more. Select the Alt. Body check box To add an embedded code to a document, type the code you want, along with any required parameters, between angle brackets. For example, an embedded code that provides the destination fax number is written like this: <TOFAXNUM:555-1212> The RightFax server removes all embedded codes from a document when it converts the document to fax form, so they don’t appear in your final fax. If you type an embedded code incorrectly, it will be ignored by the RightFax server and will be included in your fax. Embedded codes can be written in either upper or lower case. Embedded codes always work the same way regardless of the application used to create the document. 4. Select the Alt. Body check box for each alternate body file. (When you check this option, the check box in the Native column will also be selected.) Note You can attach other files to your document in addition to alternate body files. File attachments that do not have the Alt. Body option selected will be sent as document attachments. Although you can use any fonts you want in the text of your documents, embedded codes must always use a native printer font. This is because when the document is converted to PCL5 format, all other font types are encoded as graphic images. Only native printer fonts are stored in the PCL file that the document is generated from in their original text format. And it is this text in the PCL file that is replaced. If you do not use native printer fonts for your embedded codes, the codes themselves will appear in the instead of being replaced by the information or instruction they represent. All embedded codes are surrounded by angle brackets (< >) which must also use the same native printer font. Embedded codes can be placed anywhere in the document that you will be faxing and can be used in any document that accepts text characters. Embedded codes cannot line wrap and any embedded code statement that is so long that it wraps to a second line will be ignored. For a complete list of embedded code keywords, descriptions, and their correct syntax, see Appendix A, “RightFax Embedded Codes”. To require fax approval for a user 1. Edit the user profile in Enterprise Fax Manager (see “Editing user properties” on page 121). 2. On the Permissions tab, select the Must Have Faxes Approved check box. To view a list of all faxes waiting for approval Monitoring Transmission Success and Failure Use FaxUtil to monitor the transmission of your faxes. A transmission is successful if the RightFax server made a connection, transmitted the information across the line, and received information from the target fax machine indicating that the fax information was received. If a transmission attempt is not successful, the code “ER” (error-retry) and a brief error message appears in the Status column in the FaxUtil mailbox. After a set number of attempts (five by default), RightFax will stop trying, consider the transmission failed, and display the code “ED” (error-dropped) in the status column of FaxUtil. A message appears stating that the transmission failed. For a complete list and description of RightFax error messages, see Appendix C, “Error and Status Messages”. 1. Run FaxUtil. 2. On the List menu, click Administrative Mode to view the contents of all fax mailboxes for which you are an administrator. 3. On the List menu, click Needing Approval to display faxes waiting for approval. 4. To approve or disapprove a fax, right-click the fax and select Status > Approve Fax or Disapprove Fax. You can add a note (up to 450 characters) that will be stored with the date and your user ID in the fax history. You can also delete the fax rather than approve or disapprove it. If the fax is approved, it is immediately scheduled to send. If the fax is not approved, it is assigned a status of “ED: Approval Denied” in the original sender’s FaxUtil mailbox. Approving Faxes Blocked by Dialing Rules Fax Approval RightFax can be configured to hold outbound faxes for approval by an administrator before sending. Only RightFax administrators, group administrators, and group alternate administrators can view and approve these faxes. Faxes that are blocked by dialing rules can be approved for transmission by RightFax administrators. Group administrators and alternate group administrators cannot approve faxes. To approve a fax blocked by a dialing rule 1. Logon to FaxUtil as an administrator. 2. On the List menu, click Administrative Mode. to view the contents of all fax mailboxes for which you are an administrator. Chapter 25 Creating, Sending, and Deleting Faxes 263 RightFax 9.4 Administrator’s Guide 264 3. On the List menu, click Needing Approval to display faxes waiting for approval. 4. To approve or disapprove a fax, right-click the fax and select Status > Approve Fax or Disapprove Fax. You can add a note (up to 450 characters) that will be stored with the date and your user ID in the fax history. You can also delete the fax rather than approve or disapprove it. If the fax is approved, it is immediately scheduled to send. If the fax is not approved, it is assigned a status of “ED: Approval Denied” in the original sender’s FaxUtil mailbox. Controlling Deleted Faxes By default, RightFax will retain the image files of faxes that have been deleted from FaxUtil until all corresponding database records have been removed. To configure RightFax to immediately delete fax images: 1. Open the Windows Registry on the RightFax server. 2. Browse to the subkey of HKLM\Software\RightFax\FaxServer. 3. Create a new REG_DWORD entry of DeleteImagesOnPurge. 4. Edit this entry to contain a value of 0. 5. Restart the RightFax services. Chapter 26 Creating Phonebooks and Broadcasting Faxes You can store information about your fax recipients in phonebooks. RightFax phonebooks store fax addressing information (such as name, fax number, and phone number) in a single location so you can easily apply all fax destination information when addressing an outgoing fax. You can also create group phonebook entries that contain fax addressing information for multiple fax recipients. RightFax users can choose to use the phonebook built in to the RightFax FaxUtil client or can link to existing ODBC, LDAP, or MAPI contact lists. Using phonebooks or other databases containing contact information, RightFax lets you send fax broadcasts. Fax broadcasting sends a single fax to multiple recipients without addressing each fax individually. Using the RightFax Phonebook The RightFax phonebook is a fax recipient database customized for each RightFax user. Because each user’s phonebook is unique, all phonebook functions are managed from within the FaxUtil client application. To open your RightFax phonebook, run FaxUtil. Select Tools > Phonebook, or click the Phonebook button in the toolbar. Figure 26.1 The RightFax Phonebook 265 RightFax 9.4 Administrator’s Guide 266 For information on creating and managing individual and group RightFax phonebook entries, refer to the FaxUtil online help. For information on using phonebook entries to address outgoing faxes, see “Using the Fax Information Dialog Box” on page 254. Table 26a Phonebook Fields (Continued) Field name Fax1 Maximum Description length 31 The recipient’s primary fax number. This is used when dialing the fax destination and may appear on the fax cover sheet The recipient’s alternate fax number. This is used when dialing the fax destination and may appear on the fax cover sheet The recipient’s primary voice number as it will appear on the fax cover sheet The recipient’s alternate voice number as it will appear on the fax cover sheet A code associated with the recipient used for billing or tracking purposes. It never appears on the fax An additional code associated with the recipient used for billing or tracking purposes. It never appears on the fax Any additional information about the recipient. This will not appear on the fax and is for your information only Importing Entries Into the RightFax Phonebook You can import entries into your personal phonebook from a specially formatted text file. Fax2 31 Creating a file to import The file used to import phonebook entries is typically generated by an existing database of contact information. This must be an ASCII text file with each phonebook entry separated by a line break. Each entry is made up of one or more phonebook fields. The following table lists each of the valid phonebook entry fields in the order the fields appear in the file. Table 26a Phonebook Fields Voice1 Voice2 BillCode1 31 31 17 BillCode2 Field name ID Maximum Description length 17 A unique ID used only to reference the phonebook entry. It never appears on the fax The recipient’s name as it will appear on the fax cover sheet The recipient’s company name as it will appear on the fax cover sheet The recipient’s address as it will appear on the fax cover sheet The recipient’s city and state as they will appear on the fax cover sheet 17 Notes 128 Name Company Address CityState 59 59 59 59 This must be a comma-delimited text file with each data field bounded by double-quotes and a carriage-return between entries. The first line in the file is used to specify what data fields are included for each entry. This line uses the same format as the individual phonebook entries, but specifies the data fields being imported using the field names from the table above. The phonebook entries that follow must include all the same data fields in the same order that they are listed in the first line. Duplicate ID Handling You have the following options for handling imported entries that contain IDs that already exist in your phonebook: Using FaxUtil to import the phonebook entries After you have created the text file to import from. Select this check box only if your data fields are surrounded by quotes. 1. run FaxUtil. Published entries can be accessed by other RightFax users. the import will fail. right-click the filter bar and choose Chapter 26 Creating Phonebooks and Broadcasting Faxes 267 . a comma. If accented or other special characters do not import properly. Replace Existing Entry replaces any existing entry in the phonebook with the imported entry containing the duplicate ID.”Acme”. is used to separate the individual fields in each phonebook entry in the file.” ”. You cannot mix fields with quotes and fields without quotes. Select a user or group of users.If a data field in any of the entries is left empty or contains no data.”444-3333”.”Company”.”555-1212”.”CityState” “Bob”. select OEM. quotes. tab. and select Phonebook from the Tools menu.”Name”. Import File Enter the path and file name of the text file to import.”Fax1”. Quotes Around Fields Fields in the text file you import can be surrounded by. “ID”. Any unpopulated fields that you want to include in this file must be indicated using a single space bounded by double-quotes. After selecting users to save. If quotes are used. click Import to import the entries. 2. Generate Unique IDs adds a number to the end of duplicated IDs in order to make the new ID unique. Text Format Select the text mode of the file to import.” ” For information on outputting a properly formatted text file from your contact database. re-import the file and select ANSI. Field Delimiter Specify which type of character. If your text application doesn’t specify whether it’s using OEM or ANSI text. Some unpopulated data fields are illustrated in the last entry. refer to the documentation for your contact database management application. Complete each box according to the format of the file you are importing. The Ctrl and Shift keys can be used for this purpose. When all boxes are complete. and select Phonebook Import from the Tools menu.”Bob Jones”. Saving phonebook entries Phonebook entries can be saved to a comma seperated values file (.”Jane Doe”. unpublished entries can be accessed only by you and the RightFax administrator. Publish Imported Entries Select this check box to make each new imported entry published. Click Browse to search for and select the file. Sample phonebook import file The following is a short example of a file that can be can be imported into your RightFax phonebook.CSV) using the Phonebook dialog box. Skip ignores any entry in the import file with a duplicate ID. they must be used on every field in the file. The Phonebook dialog box opens. Replace After Confirmation replaces existing entries only if you agree to a confirmation prompt. but do not require. or space. Run FaxUtil.”Tucson AZ” “Jane”. 3. The Phonebook Import dialog box opens. In the Phonebook dialog box. and then click OK.2 Saving the Phonebook entries To select a recipient from a MAPI source 1.RightFax 9. The Select Export File window opens. The Enter Password dialog box opens. . and other MAPI-compliant applications. you do not need to configure the MAPI-to-RightFax connection. This will open the MAPI contact list. 3. 4. each client workstation must have MAPI installed. Using ODBC Phonebooks RightFax can connect to an existing ODBC database in order to use your organization’s existing contact database information for addressing faxes. The Choose Profile dialog box opens. Double-click each contact entry to add it to the Fax 4. Each workstation must be configured individually for both types of ODBC information. Outlook. Select the MAPI profile name in the Profile Name box. In order to access MAPI contact lists. Enter your network user name. Choose a location to save your file. domain. Using MAPI Phonebooks RightFax also integrates with MAPI-compliant contact lists such as Microsoft Exchange address lists and Outlook contact lists.3 The Choose Profile Dialog Box 2. MAPI address books and contact list profiles are created by Exchange. Save. click MAPI. and password. click OK. When you have all the contacts you want. Because these profiles conform to a universal standard.4 Administrator’s Guide 268 Save Contents As. enter a file name and click Destinations list. This is especially useful for sending fax broadcasts to large numbers of recipients. Figure 26. Click the Close button when finished. There are two parts to configuring ODBC connectivity: general ODBC configuration and RightFax-specific ODBC configuration. and then click OK. 5. The MAPI contacts will appear in the Phonebook dialog box in the Current Recipients list. Figure 26. Note the user ID and password that is used to log on to the database or database server. Click Add next to ODBC Phonebooks to create a new ODBC Verify that you have the 32-bit version of ODBC installed on your system by opening Windows Control Panel and running the ODBC program to display the ODBC Data Source Administrator. Chapter 26 Creating Phonebooks and Broadcasting Faxes 269 .Configuring ODBC drivers on the client workstation Because every database is different. Note the following guidelines: To configure ODBC in RightFax 1. You will use this ID and password in the RightFax ODBC configuration. 2. In the Phonebook Name box. 4. Click the RightFax tray icon in the taskbar and select ODBC Configuration. enter the name under which this database appears in the User DSN tab of the ODBC program in Control Panel. this document cannot provide specific instructions for configuring the ODBC drivers on your workstations. enter a descriptive name for this contact database. you must map the ODBC fax contact information to the corresponding fields in RightFax. Figure 26. In the ODBC Source box. 3. source. After you have configured the drivers on your workstation.4 The Configure ODBC Phonebook Dialog Box Configuring RightFax for ODBC connectivity After the workstation has had ODBC drivers correctly installed. The Configure ODBC Phonebook dialog box opens. create a data source under a User DSN or System DSN in the ODBC Data Source Administrator. specified by the query results. The new fax will be sent to each of the specified recipients. To presort the data. LDAP phonebooks are only accessible from Windows XP and Windows Vista workstations. 8. if your database contains separate fields for first. you can create this information quickly and enter it in the Select boxes. however this should not be necessary because RightFax can sort phonebook entries by column after it retrieves the data. middle and last names. each of these source fields should be combined into the single RightFax field. Note SQL queries also let you combine multiple ODBC source fields in a single RightFax field. In the From and Where boxes. you can access these contact records as phonebook entries when addressing faxes via the Fax Information dialog box (see “Using the Fax Information Dialog Box” on page 254). This is especially useful for sending fax broadcasts to large numbers of recipients. This is useful. use simple SQL queries to relate ODBC database fields to each of the listed RightFax phonebook fields. you must map the LDAP fax contact information to the corresponding fields in RightFax. Enter two single-quotes (‘’) in any field you want to leave blank. If the ID and password match those used to log in to FaxUtil. Using ODBC phonebooks to send faxes After you have configured your ODBC information. limit the number of records loaded at one time in the Records to Load at Once box. Because RightFax has only one “Name” field. 6. If you limited the number of records displayed at one time. enter the necessary SQL data in the Order box. you should use a tool such as Microsoft Query to generate the SQL code for you. 9. LDAP Phonebooks RightFax allows users to connect to an existing LDAP database in order to use your organization’s existing contact database information for addressing faxes. you will see only that number of records. you can select those check boxes instead. Under Select. Specify the ODBC User ID and ODBC User Password required to access the database information. If you are familiar with SQL code. If you have a large database. Click one or more records and click OK to address the fax.4 Administrator’s Guide 270 5. Configuring RightFax for LDAP connectivity In order for RightFax to work with your LDAP database. To view the previous or next increment of records click the arrows on the far . and then cut and paste the codes into the Select boxes. If you are not familiar with SQL code.RightFax 9. 7. enter the SQL information right side of the table. for example. Click Phonebook and select the ODBC Phonebook tab. and a list of contacts opens. you can filter the number and type of entries returned to RightFax. Click Add to create a new LDAP source. you will see only that number of records. To view the previous or next increment of records click the arrows on the far right side of the table.5 The Configure LDAP Phonebook Dialog Box Using LDAP phonebooks to send faxes After you have configured your LDAP information. 4. limit the number of records loaded at one time in the Records to Load at Once box. Fax Broadcasting You can send one fax to hundreds or thousands of recipients at once. Specify the server’s IP port in the IP Port box. Figure 26. In the LDAP Server box. 2. Note The LDAP User ID field is limted to 47 characters. If you have a large database. Click one or more records and click OK to address the fax. The Configure LDAP Phonebook dialog box opens. In addition. you can access these contact records as phonebook entries when addressing faxes via the Fax Information dialog box (see “Using the Fax Information Dialog Box” on page 254). and a list of contacts opens. In the Phonebook Name box. Fax broadcasting from a database. Fax broadcasting from a mail merge. Click Phonebook and select the LDAP database. This is called sending a “fax broadcast” or “fax broadcasting. enter the name of the LDAP server. enter a descriptive name for this contact database. 5.To configure LDAP in RightFax 1. Under Attribute Mappings. 3. Fax broadcasting from phonebooks. The new fax will be sent to each of the specified recipients. Chapter 26 Creating Phonebooks and Broadcasting Faxes 271 .” The RightFax server provides three methods for sending a fax broadcast. Configuration. map the LDAP fields that correspond to the listed RightFax fields. Click the RightFax tray icon in the taskbar and select LDAP 6. If you limited the number of records displayed at one time. RightFax 9. After a phonebook is created. Fax broadcasting from your ODBC or LDAP phonebook is better geared towards large fax broadcasts because these phonebooks can be dynamically linked to your organization’s primary contact data source. you must create some type of macro that instructs the application to send each mail merge document as a separate print job. The benefit of a mail merge is that each individual fax can be personalized or customized to fit the recipient. especially during very large fax broadcasts. Depending on the application you use to generate the mail merge document. it is generally better to store the fax as a library document. Fax broadcasting from your RightFax or MAPI phonebook is most useful for small fax broadcasts to your personal contacts. in the Fax Information dialog box. This document must contain all necessary fax addressing information in the form of embedded codes (described in Appendix A. the fax broadcast must be specifically initiated by someone and the contacts to fax to specified manually. Also. If a fax is not saved as a library document and is broadcast to 500 recipients. “RightFax Embedded Codes”). Using your phonebooks for fax broadcasts has some disadvantages. This printer will still output to the fax server but will not prompt you for fax addressing information. Click Create Fax Driver and select Create PCL-5 Fax Driver. The main drawback. To send a fax broadcast using mail merge. The biggest advantage of using phonebooks for fax broadcasts is convenience. ODBC. is that each individual fax page must be converted from its native format to the TIFF-G3 format.4 Administrator’s Guide 272 The method you choose for your fax broadcast should be determined by the nature of the fax broadcast as well as the source of the fax contact information. the body of the fax cannot be not customized to each recipient. LDAP. Finally. From each of these phonebooks you can specify multiple recipients for your fax. Fax broadcasting from phonebooks The easiest way to send a fax broadcast is to select Quick Fax/Broadcast from the RightFax tray icon. all recipients receive the same fax body pages. you must print mail merge fax broadcasts to a RightFax printer that does not automatically prompt you for fax addressing information. Each fax addressing embedded code then uses the mail merge variables instead of specific fax addressing information. click Phonebook to open your RightFax. This new printer will be listed under Fax Printers in the Configure Fax Printers dialog box. or MAPI phonebook (as described earlier in this chapter). click the RightFax tray icon and select Configuration. As a library document. however. Fax broadcasting from a mail merge You can also send a fax broadcast using a mail merge from applications such as Microsoft Word or Microsoft Access. move the new printer to the Available Printers list. the WorkServers will have to perform 500 separate PCL-to-TIFF G3 conversions. To create a RightFax printer that does not automatically open the Fax Information dialog box. and then. After the document is created. you must create a document in a native application that supports mail merges. the fax is already stored in TIFF G3 format and will not need to be converted again for faxing. In addition. each mail merged version of the document must be printed as a separate print job to the RightFax print queue. This is because these phonebooks are typically used only for private contact management and exist separately from your organization’s primary contact data source. Although each cover page has the correct contact information. Enter a name for the printer and specify the fax server to which jobs should be sent. Note When broadcasting the same document to a large number of people. . First. which can slow down the rate at which faxes are sent and delay other fax server processes. faxing to one or more contacts in the phonebook is as easy as clicking the desired contacts in the list. VB_Description = "Macro created 1/21/2003 by Peter A. you would get one fax with ten pages and it would be addressed to the person referenced by the last set of embedded fax codes. Schott" 'Attribute SendFax. Word will create a single document with ten copies of the letter.7 Word XP Macro for Outputting Ten Separate Print Jobs Attribute VB_Name = "NewMacros" Sub SendFax() 'Attribute SendFax.ActivePrinter = FaxPrinter For i = 1 To TotalSec CurrentSection = "s" + Trim(Str(i)) ActiveDocument. Range:=wdPrintFromTo. i. you can use this Word XP macro. However. To:=CurrentSection Next i 'Application. Figure 26.SendFax" ' TotalSec = Selection.The following is an example of a mail merge document created in Microsoft Word (merge fields are shown as they would appear if the Field Codes option in the View menu in Word is enabled).NewMacros. each separated by a section divider. Sincerely. For Word to output ten separate print jobs.6 Sample Word Mail Merge Document <FORMTYPE:letterhead><TONAME:{mergefield Name}> <TOFAXNUM:{mergefield FaxNumber}> <TOCOMPANY:{mergefield Company}> {mergefield Name} {mergefield Company} {mergefield Address} Dear {mergefield Name} Thank you for remitting payment. Figure 26.Information(wdNumberOfPagesInDocument) 'OldPrinter = ActivePrinter 'Application. From:=CurrentSection. Normally you could just print the new document and all ten sections would be output as a single print job to a network print queue.ActivePrinter = OldPrinter End Sub Chapter 26 Creating Phonebooks and Broadcasting Faxes 273 . President ' SendFax Macro ' Macro created 1/21/2003 by Peter A.PrintOut Copies:=1.VB_Invoke_Func = "Normal. if you were to print the document this way to the RightFax fax printer. Jane Doe. CurrentSection Dim OldPrinter 'Used to store old printer name Dim FaxPrinter 'Can be customized for RightFAX Printer (no messages) name FaxPrinter = "\\RIGHTFAX\HPFAX" If this letter is merged with a list of ten names. Schott ' 'Remove comments from appropriate lines for your configuration 'Adjust FaxPrinter variable for your RightFAX Printer (without prompts) Dim TotalSec.VB_ProcData. the macro starts a loop. The drawback to this fax broadcasting method is that it can be highly complex and may require substantial programming in your database’s scripting language. however.RightFax 9. . This Word document could be used to fax broadcast only the library document “Promo1. or customizing each document for each recipient. only the library document “Promo1” will be broadcast. In the previous example. the Word document itself is broadcast. you can want to send a RightFax library document to a group of people using a mail merge. Then.7: Word XP Macro for Outputting Ten Separate Print Jobs” on page 273). This example is intended only to provide database administrators with the fundamental concept of database fax broadcasting.” the print command prints all of the specified section. In some cases. There are a virtually unlimited number of possible variations on this method.” Figure 26. using the Word print macro (see “Figure 26. You must apply these concepts when developing a customized database fax broadcast in your own environment. executing a print range from 1 through the total number of sections.8 Sample Fax Broadcast Document in Word <LIBDOC:Promo1><TONAME:{mergefield Name}> <TOFAXNUM:{mergefield FaxNumber}> <TOCOMPANY:{mergefield Company}> <NOTE: This is the first cover sheet notes line> <NOTE: This is the second. You also have the added flexibility of sending the same document to all recipients. you will have to modify this macro to meet your application’s specific requirements. such as a library document.> The main benefit of fax broadcasting from a database is that the fax broadcast can be partially or completely automated depending on the database you use. Fax broadcasting from a database Fax broadcasting from a database uses the scripting power of your contact database with the faxing capabilities of RightFax. Next.4 Administrator’s Guide 274 Note If you use a different word processor or a different version of Word. no matter how many pages are in each section. This macro first counts the number of letters to print by jumping to the bottom and obtaining the current section number (subtracting one because there is always an extra section break inserted during the Merge To New Document operation). The following figure shows how fax broadcasting can work with databases. Because the print range is prefixed with “S. name+”>” ?? “<tofaxnum:”+temp1.In the following example. FoxPro is used to send the library document “Promo1” to all contacts in Arizona and California. The database is named “MyList” and includes four fields: “name.” “state.” The RightFax fax printer is already linked or captured to LPT1.9 Sample FoxPro Database Fax Broadcast set talk off Select * from MYLIST.” and “company.faxnum+”>” ?? “<tocompany:”+temp1. where STATE==”AZ” or STATE==”CA” to table TEMP1 set printer to LPT1 set printer on ? “DUMMY TEXT TO FLUSH ANY DATA IN LPT BUFFER” set printer off set printer to if (!used(“TEMP1”)) select 0 use TEMP1 endif select TEMP1 SCAN ALL set printer to LPT1 set printer on ?? “<libdoc:PROMO1>” ?? “<toname:”+temp1.” “faxnum. Figure 26.company+”>” ?? “<autodelete>” set printer off set printer to ENDSCAN Chapter 26 Creating Phonebooks and Broadcasting Faxes 275 . 4 Administrator’s Guide 276 .RightFax 9. The Integration Module Configuration window opens. 6. Enter none for no cover sheet. see Chapter 21. enter the default name for the Setting Defaults for Sent Faxes For sent faxes. 2. In the Service Name list. 3. select Programs > Enterprise Fax Manager to open Enterprise Fax Manager. On the RightFax server. For more information on cover sheets. The General settings appear in the right pane. you must install the RightFax XML interface and the RightFax API for Java on the RightFax server. To set defaults 1. click the name of the server on which the connector is running. 5. To use the Connector for Oracle CRM. In the Company name box. and install the CLASS files from the file RFJavaInt. click the General folder. In the Fax Servers list. if one is used. In the left pane. Chapter 27 Using the Connector for Oracle CRM 277 . enter the path and file name for the default cover sheet.zip to the Oracle server. 4. enter the caller subscriber ID number for the Whether a cover sheet will accompany each fax What information will appear on the cover sheet What printer to use The fax image quality enterprise. To specify a default cover sheet for faxes. if one is used. if one is used. The RightFax XML interface and the RightFax API for Java are both described in the RightFax Integration Module Guide. so that users can fax documents directly from Oracle CRM applications. This number will appear on the fax cover sheet. This name will appear on the fax cover sheet. In the CSID box.Chapter 27 Using the Connector for Oracle CRM The RightFax Connector for Oracle CRM connects Oracle customer relationship management (CRM) applications with the RightFax server. you can set defaults for: enterprise. 7. in the Default cover page box. “Creating Fax Cover Sheets”. double-click RightFax Integration Module. on the Start menu. In the To number box. in successfully sent from the RightFax server. Under On success. select Programs > Enterprise Fax 8. enter the fax number where the fax should be sent. the Event Log Level list. Copies of faxes can be sent to other users when successfully or unsuccessfully sent. The Integration Module Configuration window opens. 12. The 3. select the check box Delete when finished. 5. The Enterprise Fax Manager window opens. To send a copy of the fax to another user’s fax mailbox (such as a system administrator). In the left pane. If you select Fax: Warning If you leave this value set to Verbose for long periods of time.RightFax 9. which can prevent new events from being logged. the event log can become full. In the Server name box. If you chose Fax: Managing Faxes on the RightFax Server You can save space on the RightFax server by deleting the fax images when they are sent. click the General folder.4 Administrator’s Guide 278 8. In the Service Name list. Standard quality is 200 x 100 dots per inch. Normal records the most significant events only and is the correct setting for normal use. Fine quality is 200 x 200 dots per inch. Terse records critical errors only. and then click the General continued folder. enter a default printer name. 11. click the server. In the Protocol list. To delete the fax image from the sender’s fax mailbox. select the check box Delete when finished. 4. appears. In the To number box. Under On error. For information on creating printers in Enterprise Fax Manager. enter the fax number where the fax should be sent. . In the Fax Servers list. specify the action for a fax that is not successfully sent. the communication protocol between the RightFax server and Oracle appears. 1. On the Start menu. To delete the fax image from the sender’s fax mailbox. double-click RightFax Integration printer must be defined in Enterprise Fax Manager. To delete the fax. 7. specify the action for a fax that is for fax images. To send a copy of the fax to another user’s fax mailbox (such as a system administrator). click Fax. click Nothing. click Fax. specify the default resolution Module. 10. In the Transmission quality box. Click OK. To take no action. see Chapter 13. Verbose records all significant events and is the most useful for tracking and resolving problems. “Connecting Printers and Scanners”. click Delete. the name of the RightFax server 6. 9. In the Default Printer box. 2. select one of the following: None records no errors. To determine the level of reporting to the Windows event log. To take no action. Manager. To delete the fax from the sender’s fax mailbox. click Nothing. click Delete. and then select one. The Enterprise Fax Manager window opens. 3. Chapter 27 Using the Connector for Oracle CRM 279 . Enter the new service account in the Domain or Workgroup and User Account boxes. and the Select Service Account dialog box opens. You can also click Load Users to open a list of all user accounts on the network. This account is initially selected during the RightFax server installation. select Programs > Enterprise Fax 4. To change the service account 1. 5. Click Select Service Account. Figure 27. In the Service Name list. click the server where the Connector for Oracle CRM is installed.1 The Select the Service Account Dialog Box Manager. The Integration Module Configuration window opens. Faxing HTML Documents from an Oracle CRM Application Users can send HTML documents from an Oracle CRM application. double-click RightFax Integration Module. 7.Changing the Network Service Account The Integration Module service logs on to the network using a Windows user account that you specify. Click OK to apply the new service account. In the Fax Servers list. This user account must have access to the network resources required by the services that are managed by the RightFax Integration Module for the connector. 6. On the Start menu. 2. When faxed. an HTML document appears in the fax image as if it were printed from a Web browser. Enter the case-sensitive password for the user account in the Password and Confirm Password boxes. the RightFax software assumes that the image files are referenced as part of the HTML file. so the image files are not treated as separate documents to be faxed.RightFax 9. Thus. Render each file. That is. Render each document as a separate fax image.4 Administrator’s Guide 280 Oracle sends the document to the RightFax connector in a single zipped file. including the image files. which can consist of one or more HTML files. The HTML document references the image files.gif) . document types such as Microsoft® Word.jpg or . To prepare for faxing. the RightFax Connector for Oracle CRM extracts the compressed files and documents and converts them to fax format. as separate fax images. The image files will be ignored. Table 27a Zip File Handling If the Zip file contains The RightFax connector will Render the HTML file as a single fax image. One HTML file Image files (such as . The following table describes how zipped HTML files are converted and sent as faxes.jpg or .gif) No HTML files Other file types. and supporting content such as graphics.gif) More than one HTML file Other file types. the images appear in the fax.jpg or . such as Microsoft Word documents Image files (such as . The image files are treated as separate documents because no HTML file exists to reference the image files. such as Microsoft Word documents Image files (such as . The gateway can also provide notification of fax events via email. you must add and configure the email gateway on the RightFax server (described on page 283). By default.Chapter 28 Using RightFax Email Gateways The RightFax server includes email gateways for Novell GroupWise and SMTP/POP3. Important UTF-8 encoding (unicode) is required for the Euro symbol and some other special characters to appear properly in RightFax documents created in emailemail clients. Refer to the documentation for your email client for information on enabling UTF-8 encoding. If you have configured RightFax to require that the To Name field be completed before a fax can be sent. Tip For information about the Exchange and Notes gateways refer to the Microsoft Exchange Module Guide and the Lotus Notes Module Guide located on the RightFax server in the \RightFax\Docs folder. To support documents with these characters. however. Advanced gateways for Microsoft Exchange and Lotus Notes are available as separate. make sure that the account the RightFax email gateway service exists as a user in Novell. the account used by the RightFax email gateway service is the same account used by the RightFax WorkServer modules (defined in the RightFax WorkServer configuration in Enterprise Fax Manager). This lets you use your email client software as a fax client system as well. optional modules. After the mail server has been properly configured. faxes may still be transmitted via the email gateways without a recipient name specified. Installing the Email Gateway Software The Novell GroupWise and SMTP/POP3 email gateways are installed when you run the RightFax server installation. which converts them into faxes and transmits them. these mail servers require some configuration to work with the gateway software. Each RightFax email gateway acts as a communication link between the RightFax server and your email server(s). mailbox by specifying each RightFax user’s mailbox information in Enterprise Fax Manager. Important If you will be storing or accessing mail files on a Novell NetWare volume. Incoming faxes can be routed to an email 281 . your email client must be configured for UTF-8 encoding. Email messages addressed to the RightFax email gateway are picked up by the RightFax server. Important Required information for outbound faxes (described in “Requiring Cover Sheet Fields” on page 231) does not apply to faxes sent via the email gateways. In the examples that follow. type rfaxgate. After the GroupWise API gateway software is installed. The gateway configuration dialog box opens. Note The RightFax email gateway for SMTP/POP3 can be set to recognize one of three addressing schemes for specifying outgoing fax information like the fax number and recipient name (see “Using the RightFax addressing scheme” on page 287). follow these steps to create and configure the API gateway within your GroupWise domain: 1. In the Gateway Name box.com) and specify the pertinent fax information as the mailbox portion of the mail address (left of the @ symbol).company. then select GroupWise Gateway.exe and then press ENTER ENTER CTRL+Z ENTER Dedicated domain for fax-bound email messages This is typically the easiest configuration for email users to understand and for SMTP/POP3 mail client software to access. Warning The RightFax email gateway is not designed for use with the GroupWise SMTP. Do not use the GroupWise SMTP gateway. If you are not running an NLM version of GroupWise. enter API. The GroupWise API gateway and Message Transfer Agent must run continuously in order for your GroupWise email gateway to operate. Make sure that the GroupWise API gateway NLM is running. The computer on which they are installed should not be turned off and must always be logged on to your network. Click Create. Although the configurations vary. the goal is always the same—to route outgoing fax-bound email messages to the mailbox on the SMTP server specified in the POP3 Mailbox Name box in the Email Configuration dialog box (see “Adding and Configuring Email Gateways” on page 283). enter 4. For example: /fax=555-1212/name=Jane Doe@faxgate. you must create the file manually. In the Gateway Home Directory box. You must create a new POP3 mailbox specifically for use by the gateway. Run the GroupWise Admin program and select your GroupWise domain. Configuring SMTP/POP3 gateway installations For SMTP/POP3 installations. 8. 6. In the Version box.com . The gateway will periodically check this mailbox for fax-bound email messages to forward to the fax server. the Message Transfer Agent may be referred to as the GroupWise Message Server. the RightFax email gateway looks in the gateway home folder for a file called API. Once the API gateway has been created.g. Select Gateway to create a new gateway.. Email users send all fax-bound mail messages to a specific domain (e. enter the API folder. 3.RightFax 9. change to your GroupWise API home folder and type: copy con api.company. SMTP/POP3 server(s) must be accessible by the computer running the RightFax email gateway(s). 7.X. From a command prompt. Use the Groupwise API (described on page 282). faxgate. 2. Several common configurations for routing fax-bound email messages to this mailbox are outlined in the following sections. 5. the RightFax addressing scheme is used. Warning RightFax is designed for use with the GroupWise API gateway.exe to confirm that it has found the GroupWise API folder. If your version of GroupWise did not automatically create this file. you must install the GroupWise API gateway and the Message Transfer Agent before installing the RightFax email gateway.4 Administrator’s Guide 282 Configuring GroupWise gateway installations For GroupWise integrations. 4. In the Gateway Type box. often misinterpreting it as part of the mail destination address. In these cases. If the messages contain valid fax addresses.com Simple mailbox with description-area fax information Note This configuration is not compatible with the IETF addressing scheme.com> The information in quotes is not interpreted as part of the address. Many mail servers allow messages with addresses that match a specific pattern to route to a particular mailbox. If you already have one or more email gateways configured.” When destination fax information is not found as part of the address. If you did not add an email gateway during the RightFax server installation. you must use the RightFax addressing scheme (page 287). Mailbox pattern-matching routing This addressing scheme has the advantage of not requiring a new mail domain. Fax Chapter 28 Using RightFax Email Gateways 283 . If your SMTP server requires that you use this addressing method. Important The SMTP gateway requires an SMTP server with open relay enabled. An address matching this pattern might look like this: /fax=555-1212/name=Jane
[email protected] a domain on your SMTP/POP3 mail server that will be dedicated to receiving fax-bound mail messages. run the Email Gateway configuration program. the name of the mailbox specified in the POP3 Mailbox Name box in the Email Configuration dialog box (where the gateway checks for outgoing faxes) is “faxgate. email users may not find it as intuitive as the dedicated domain method (page 282). Some SMTP mail servers allow very few configuration and routing options. All mail messages received at this domain must be placed in the POP3 mailbox specified in the POP3 Mailbox Name box in the Email Configuration dialog box. the pattern “fax=*” (meaning any mailbox that starts with text “fax=”) can be defined to route matching addresses to the email gateway’s POP3 mailbox on the SMTP server. The RightFax email gateway will periodically check this mailbox for outgoing messages. For example. A new MX (mail exchanger) entry in the DNS server may be required to tell other computers what mail server handles messages for the new domain. For example: “/name=Jane/fax=5551212/” <faxgate@company. fax-bound email messages can be addressed directly to the email gateway’s POP3 mailbox. destination information is specified in the description-area of the address string. many email client programs make it difficult to add descriptive information to an email address. The email message is routed directly to the “faxgate” mailbox on the SMTP mail server. Although this method requires little configuration at the mail server. In this example. however. they will be routed to the RightFax server for transmission. the RightFax email gateway scans the descriptive information. you can open the Email Gateway configuration program by double-clicking the RightFax Email Gateway service in Enterprise Fax Manager. It is treated as descriptive information only. Adding and Configuring Email Gateways To add or configure an email gateway. you can open the Email Gateway configuration program from Windows Control Panel. using the same method used to provide descriptive names for standard email addresses. click the [?] icon in the top right corner of the dialog box. With this feature. If checked. each installed gateway is listed in the tree on the left. click OK. click the Custom Messages tab. The Email Configuration dialog box will show different options on the General tab depending on the gateway you are configuring. For example. depending on the needs of your organization. Click each gateway in the list to view its configuration options. click Add Gateway and select the type of gateway to add. Figure 28. or both. a header is included in the mail message that provides details about the fax. To customize the text of these header messages. and then click the element you want defined. For a description of each setting in the Email Configuration dialog box. if you have two mail servers (one dedicated to SMTP and one dedicated to POP3) you can create two equivalent SMTP/POP3 Email Gateways and set one to perform only inbound messaging and the other to perform only outbound messaging. Once enabled.1 The Email Configuration Dialog Box General Tab Setting the SMTP/POP3 Email Delivery Direction The SMTP/POP3 Email Gateway can process either inbound or outbound messages. When finished. Include fax with notifications Include fax with notifications is available for all gateway types. Choose First Page if you want only the first page of the fax to be included with the notification. Using multiple gateways also lets you make the best use of multiple mail servers. The options on this tab are the same for all email gateways.4 Administrator’s Guide 284 The Email Configuration dialog box opens.RightFax 9. To set the delivery direction for your SMTP gateway. select TIF or PDF format.and outbound messages. or multiple gateways that can be dedicated for either inbound or outbound messaging only. select the appropriate option in the Email Delivery Direction field in the Email Configuration dialog box. Custom messages When a fax is received as an email attachment or when an email fax status notification is received. it is possible to create one gateway that will process both in. Because RightFax allows you to install multiple email gateways. To add a new gateway. Each message combines text with one or more variables and each has . Choose All Pages if you want the full fax to be included. notifications of successfully sent faxes or notifications of faxes that failed to send will include a viewable copy of the fax. ). 2. Sent remote ID Sent/Received time Customizing the subject line of inbound messages To customize the subject line of inbound message you must edit the Windows registry. This dialog box lists all the user accounts in a specified domain and select the user account that the email gateway will use to log in to the server. Starting and stopping the gateway service After installing the gateway. Click Load Users. etc. click Select Service Account. you must make sure the Service Account also exists as an account within Novell. The Select Service Account dialog box opens.g. Log on to the RightFax server using a Windows account that is a memeber of the local administrators group. Edit FaxSubject to contain the information you wish to appear in Inbound user None sent Page record the subject line of inbound messages. Open the Windows registry editor and browse to Notification message Elapsed time Variable options ~1 = The total time that the fax spent being processed by the fax board displayed (MM:SS) ~2 = The fax channel used to send or receive the fax ~1 = The RightFax user ID of the fax recipient ~2 = The fax recipient's routing code N/A ~1 = The range of page numbers successfully sent or received HKLM\software\RightFax\Gateway\Gateway. described in the following table. If the email gateway is running on the same computer as the fax server. 5. Click OK to apply the new service account. This lists each user account in all domains on the network. a new service called the RightFax Email Gateway Module is created. To change the email gateway service account. Enter the password for the selected user account in both the Password and Confirm Password boxes. Gateway2.) ~1 = The destination fax number ~2 = The destination remote ID ~1 = Date (in Windows locale format) and time (HH:MM) All RightFax email gateways log on to the network as a services using a Windows NT based user account that you specify.its own available variable options. Close the Windows registry. Gateway1.. Create a new REG_SZ entry called FaxSubject. 3. Select service account Note If you will be storing or accessing files on a NetWare volume. the service is set to “Manual” and is automatically started and stopped by the RightFax Chapter 28 Using RightFax Email Gateways 285 . If you have more than one gateway. each will be represented by its own subkey (e. 4. Received remote ~1 = Remote ID ID Result ~1 = The result code and any accompanying text as reported by the fax board (These codes and messages may differ depending on your fax board type. Table 28a Email Gateway Custom Message Settings 1. Click a user account in the list to automatically fill in the Domain or Workgroup and User Account boxes. Sending a Fax via SMTP/POP3 Sending a SMTP/POP3 message to a fax number is similar to sending email. For example: rfaxgate. Sending a Fax from GroupWise Sending a GroupWise message to a fax number is similar to sending email.} Where FaxNum is the destination fax number and Name is the name of the recipient as you want it to appear on the fax cover sheet. The email ExtraHeaders REG_MULTI_SZ IncludeHeaders REG_MULTI_SZ ExcludeHeaders REG_MULTI_SZ gateway will recognize the message as going to a fax destination and will forward it to RightFax for sending. except the message must be specially addressed. Attached files will be converted to fax images and appended to the fax.. Only the headers listed here will be added to the fax cover sheet Notes area. For example: rfaxgate. However.4 Administrator’s Guide 286 Server service. You should not stop the RightFax Email Gateway Module service manually. see Appendix B. 1=enabled). Text entered in the Subject box will appear in the “Notes” section . To send a GroupWise message as a fax 1. Values in this entry are not case-sensitive. Leaving this blank will allow all headers to be included. (For a list of supported file types. In the To box. API gateway in this format: APIGatewayName. “File Formats that Convert to Fax Format”.{555-1212/Bob Smith} To send the message to multiple fax destinations.{555-1212/Bob Smith. if the email gateway is running on a remote computer (see “Running the Email Gateway Remotely” on page 292). you must start and stop the gateway service manually. Create a new message in GroupWise. Values in this field are not case-sensitive. Any headers listed here will be removed from the fax cover sheet Notes area. separate fax number/name objects with a comma.FaxNum/Name.. except the message must be specially addressed. address the email message to the GroupWise SMTP/POP3 gateway registry settings The following registry keys can be added to the Windows server registry to further configure your SMTP/POP3 gateway. This registry key prevents blank fax pages from being sent (0=disabled. Text entered here will be added to the headers of all mail-bound faxes going to the SMTP server. Text entered in the Subject box in GroupWise will appear in the “Notes” section of the fax cover sheet.{FaxNum/Name.555-4321/John Doe} 3..) Unsupported file attachments cannot be converted and will be ignored.RightFax 9. 2. Table 28b Optional Email Gateway Registry Settings Registry key SkipEmpty Attachments Data type REG_DWORD Description The gateway will scan the bodies of fax-bound mail attachments and discard empty ones. The key types are specified for each entry and must be entered under the appropriate gateway number if more that one gateway is installed. Text entered in the body of the email will appear as the body of the fax. Compose and send the email message normally. com> #123456@<domain. Which addressing scheme the gateway will recognize is specified in the SMTP/POP3 Email Configuration dialog box (see “Adding and Configuring Email Gateways” on page 283).com.of the fax cover sheet.com> +15551212@<domain. to send a fax-bound SMTP message to the fax number 555-1212 with a domain of RightFax.com> 555-1212@<domain. Text entered in the body of the email will appear as the body of the fax. Fax destination information must be included somewhere in the address of each message.com For example.com Chapter 28 Using RightFax Email Gateways 287 .com> Using the RightFax addressing scheme The RightFax addressing scheme allows a great deal of flexibility in how fax-bound email messages are addressed. The RightFax email gateway looks for fax-bound email messages in a dedicated POP3 mailbox on the SMTP mail server. Table 28c Supported Simple SMTP Fax Addressing Characters Character 0-9 * # + A-Z . faxes must be addressed in such a way that they are forwarded to a mailbox that has been dedicated to RightFax. In all cases. and another format proposed by the Internet Engineering Taskforce (IETF).com> Name. see Appendix B.<fax number>@domain. The SMTP/POP3 gateway supports three addressing formats: Simple SMTP Fax Addressing. How fax-bound messages are routed to this mailbox depends on how you configured the SMTP server (see “Configuring SMTP/POP3 gateway installations” on page 282). Attached files will be converted to fax images and appended to the fax. (For a list of supported file types. Example 0123456789@<domain.Org@<domain. the name and fax Using the Simple SMTP Fax Addressing scheme The Simple SMTP Fax Addressing scheme allows fax-bound email messages to be addressed using a format that is similar to standard SMTP addressing . RightFax-specific format. Important For the SMTP gateway to correctly display characters such as the Euro symbol in the subject line and body text of the received email message.com> ABCDEFG@<domain. “File Formats that Convert to Fax Format”. The following table lists the characters supported by Simple SMTP Fax Addressing. the client application must send data to the RightFax server using UTF-8 encoding. In addition.com> 123*456@<domain. the address format would read: 5551212@RightFax. UTF-8 encoding must be configured as a system setting on each client computer that uses the SMTP gateway.) Unsupported file attachments cannot be converted and will be ignored. Space and Tabs are removed. Examples /name=Jane/
[email protected] Administrator’s Guide 288 number for the recipient must be included as part of the address. For example. it can be specified by using a percent symbol (%) followed by the ASCII value of the character expressed in hexadecimal. Table 28d RightFax Scheme Addressing Elements Element Definition /bi1= /bi2= /city= /com= /fax= /name= /voice= Billing code 1 Billing code 2 Recipient city. state Example /bi1=1111 /bi2=2222 /city=Tucson. Each element of fax information (such as name and fax number) is separated by a forward-slash. If either element is not found. The last element of fax information must be terminated by either a forward-slash (/). AZ Recipient company name /com=Acme. the message will be discarded. the . Except for the fax number. an ‘@’ symbol. so a space can be represented as ‘%20’. including spaces. com faxgate@company. Inc.com /fax=5551212/name=Jane/com=Acme@faxgate. The following table lists all fax destination elements supported by the RightFax addressing scheme. Destination fax number Recipient name Recipient voice number /fax=555-1212 /name=Jane Doe /voice=555-4567 If a special character is required as part of a fax information element. In addition.com/name=Jane/fax=555-1212 /name=Jane%20Doe/fax=5551212/faxgate@company. Addressing elements can appear in any order (i.. How fax-bound messages are routed to this mailbox depends on how you configured the SMTP server see “Configuring SMTP/POP3 gateway installations” on page 282. which is written as 20 in hexadecimal. all of these addressing elements are used only for display on the fax cover sheet. This allows any character to be part of a fax information element. This encoding is only required if the special characters needed cause problems for your mail system. the space character has the ASCII value of 32. com Using the IETF addressing scheme The IETF addressing scheme requires faxes be addressed in such a way that they are forwarded to a mailbox that has been dedicated to RightFax. the fax number can come either before or after the name). A fax recipient name and destination fax number are required. or the end of the line.RightFax 9.acme.e. Use these rules to address fax messages using the RightFax addressing scheme: The first forward-slash encountered in the address indicates the beginning of the fax destination information. Addressing elements cannot be separated by the RightFax mailbox address itself.company. Only the fax number and name elements are required. 2 The User Edit Dialog Box Inbound Routing Tab The following table lists supported keywords for the IETF addressing scheme. The address must begin with the fax destination number.name and fax number for the recipient must be included as part of the address. User Edit dialog
[email protected]= /dd. Chapter 28 Using RightFax Email Gateways 289 . The fax number can be followed by one or more optional keywords that provide additional fax information.Doe /s=Doe /s= Any invalid keywords included in the address will be ignored.Doe /pn=Jane. Figure 28.bi2= /fax= /g= /i= /o= /pn= Definition Billing code 1 Billing code 2 Recipient fax number Recipient first (given) name Recipient middle initial Recipient company name Recipient name (separate first. Use these rules to address fax messages using the IETF addressing scheme: Receiving Faxes via Email With the RightFax email gateways. Table 28e IETF Scheme Addressing Elements Element /dd.com fax=5551212/g=Jane/s=Doe/o=Acme@ faxgate. and then click the Inbound Routing tab. Example
[email protected]=2222 /fax=555-1212 /g=Jane /g=M /o=Acme. /pn=Jane /pn=Jane.com 2. To configure a user to receive faxes in email 1.company.acme.com /fax=555-1212/pn=Jane.M.bi1=1111 /dd. click your email gateway type. In the Routing Type box. Inc.company. In Enterprise Fax Manager. RightFax users can receive faxes as email message attachments instead of (or in addition to) receiving them in their FaxUtil mailboxes. and last name with a period) Recipient last name (surname) Example /dd. double-click the user to open the Only the portion of the address to the left of the domain name (everything to the left of the ‘@’ sign) is significant to the fax destination. middle. Select the Delete After Routing check box only if you want to delete the fax from the user’s FaxUtil mailbox after it is routed to email. enter the domain.RightFax 9. it will leave the fax in the user’s FaxUtil mailbox regardless of how this option is set. post office.mailpo. If RightFax cannot route a fax to the destination email mailbox. In Enterprise Fax Manager. Important If you will be routing faxes to Microsoft Outlook mailboxes and your users have the Advanced Outlook form installed. user@company. The Outlook Advanced forms do not support other file types.com).3 The User Edit Dialog Box Notification Tab For GroupWise installations. To configure a user to receive fax notification in email 1. 5. In the File Format box. For information on each fax image format.com. you must select TIFF as the file type for routing. For example:
[email protected] Administrator’s Guide 290 3. click your email gateway type. double-click the user to open the the fax attachment.. and GroupWise account name for the user in the format domain. enter the user’s SMTP email address (e. For example: gwmail.jdoe. User Edit dialog box. 2.g. 4. see “File Format” on page 125. .user. Figure 28. In the Notification Method box. and then click the Notification tab. For SMTP/POP3 installations. click the file format RightFax will use for Email Notification of Received Faxes The RightFax email gateways can be used to notify users of received faxes whether or not the installed gateway is configured to send and receive faxes.gwmailpo. The Routing Info box setting depends on the type of email gateway you have installed. For SMTP/POP3 installations. Tip Select Use PCL converter for text files if you plan to use embedded codes in your faxes. For example:
[email protected]. see Appendix A. You can use embedded codes to include fax cover sheet information.. For GroupWise installations.g. attach library documents. post office.[user]. To add an embedded code to an email message. Embedded codes can be written in either upper or lower case. Embedded codes cannot line wrap and any embedded code statement that is so long that it wraps to a second line will be ignored. Embedded Codes in Mail Messages Embedded codes are special faxing instructions that you insert directly into fax-bound documents such as email messages. For descriptions and examples of each embedded code.[mailpo]. user@company. and more.3. For example: gwmail. ATDATE ATTIME CHANNEL COVER DELETE DELETEALL FCSFILE FINE FROMFAXNUM FROMGENFAXNUM FROMGENPHONE (Used to populate the from name field when using email gateways) FROMNAME FROMPHONE IGNORE LIBDOC (Same as LIBDOC2 in email gateways) LIBDOC2 NOCOVER NORMAL PREVIEW PRIORITY SAVE Chapter 28 Using RightFax Email Gateways 291 . an embedded code that tells RightFax to send a library document called “PriceSheet” is written as: <LIBDOC:PRICESHEET> RightFax removes all embedded codes from the mail message when it converts it to fax form so they don’t appear in your final fax. If you type an embedded code incorrectly. add billing information. enter the domain. between angle brackets. For example. along with any required parameters. Embedded codes can be placed anywhere in the body of the mail message (they will not work in the Address or Subject boxes). enter the user’s SMTP email address (e. “RightFax Embedded Codes”. type the code you want. The Notification Address/Info setting depends on the type of email gateway you have installed.gwmailpo. it will be ignored by RightFax and will be included in your fax. The notification method can be configured for a user group by editing the group ID properties in Enterprise Fax Manager and setting the group Notification Type to the option that corresponds to your email gateway type. and GroupWise account name for the user in the format [domain]. The RightFax email gateways support the following embedded codes.jdoe.com). Select the RightFax Email Gateway configuration in Enterprise 4. so your first email gateway is referred to as “gateway. You might not.” and so on. however. In a command prompt window. Or. To run the gateway remotely 1. On the remote computer where you want to run the gateway.” Troubleshooting the Email Gateways If you experience problems with your RightFax Email Gateway Module service. there are some situations where it is beneficial to run the email gateway on a different computer on your network. which is mapped to the RightFax folder on the fax server. enter the command for your gateway from the following table. To confirm the gateway number. and n is the number of the email gateway. The Email Configuration dialog box opens. 2. want to increase the workload on your fax server. Example smtpgateway -lr: -frfaxserv -sgateway This example starts the Remote Gateway service process from R:. map a drive to the RightFax folder on the RightFax server. select .” your second email gateway is referred to as “gateway1. Select Start > Programs > Administrative Tools > Event Viewer. To run the email gateway.” your third email gateway is referred to as “gateway2. 3. you may anticipate a very high volume of gateway traffic and don’t want the added workload to interfere with the routine operation of your fax server. database is the name of the server containing the fax database. open the Windows registry and check the Gateway keys under HKEY_LOCAL_MACHINE\SOFTWARE\RightFax\ Gateways. Select the Remote Email Gateway Service check box to enable remote operation. This number is zero-based. In the Event Viewer.4 Administrator’s Guide 292 Running the Email Gateway Remotely By default. Where path is the directory path to the RightFax files. The process will look for the RightFax Database Module on the server “rfaxserv. each email gateway installs and runs directly on the RightFax server. switch to the Gateway folder on that drive. you should first check for errors in the Application log of the Windows Event Viewer. Table 28f Commands Required to Run Each Email Gateway from the Command Prompt Email gateway type Novell Groupwise SMTP server Command wpogateway -lpath -fdatabase -sgatewayn smtpgateway -lpath -fdatabase -sgatewayn Fax Manager. for example.RightFax 9. ” your second email gateway is referred to as “gateway1. To run the gateway in a command window. you must set the window properties to allow you to scroll back many lines. Table 28g Commands Required to Run Each Email Gateway from the Command Prompt When running the email gateway in a command window. To confirm the gateway number.” Double-click the entry for a description of the error. This number is zero-based. Example If you are running the SMTP gateway and it is your only No faxes are going out of mail One or all of the GroupWise components are not running. The amount and type of information saved to the Event log is determined by the LogLevel setting in the RightFax Email Gateway configuration in Enterprise Fax Manager. Email gateway type Novell Groupwise SMTP server Command wpogateway -d -1 -sgatewayn smtpgateway -d -1 -sgatewayn Error 85 The local device is already in use This is a Windows NT based networking error stating that the drive to which RightFax is trying to connect the UNC name that was specified for the Location of Mail Files. may be misspelled or the Email Gateway Module service account does not have access. or API Files is already assigned. the UNC name you gave as the Location of the mail files. first make sure that the RightFax Email Gateway Module service is stopped (for information on stopping the RightFax services. This can be tested by running this at the command prompt of the fax server when logged on using the selected account: email gateway.”your third email gateway is referred to as “gateway2. Log levels normal and verbose record more information which may help track down problems. enter the command for your gateway from the following table. Email gateway-related problems will appear on the log in the Source column as “RightFax Email Gateway Module. Check the Event Viewer Application log. only critical errors will be recorded. Click the Layout tab.” Error 2140 Starting Service Error 2140 is a generic Windows NT based error stating that the service did not start. it may be that the account being used to start the Email Gateway Module service does not have access rights to that folder. see “Starting and stopping services” on page 115. enter: smtpgateway -d -1 -sgateway Chapter 28 Using RightFax Email Gateways 293 . Error 53 This is a Windows NT based networking error which indicates that the UNC name that was specified for the Location of Mail Files in the gateway configuration is an invalid network path. under the Source column “RightFax Email Gateway Module” for more details. Also. To set the command window to sufficient size. To run the gateway. and then set Screen Buffer Size height to “2000.Application from the Log menu to open the Application log. Running the gateway in a command prompt window will also give a very detailed report of gateway events. so your first email gateway is referred to as “gateway. The folders API_IN and API_OUT may not have been created when the GroupWise API gateway was installed.) Open a command prompt window and change to the RightFax\Gateway folder. click the MS-DOS icon in the top left of the command window. open the Windows registry and check the Gateway keys under HKEY_LOCAL_MACHINE\SOFTWARE\ RightFax\Gateways. Where n is the number of the email gateway. With the log level set to terse. Click Properties to open the Command Prompt Properties dialog box. If the specified path is correct and valid.” and so on. This file may not exist in the GroupWise API gateway folder.exe will fix this problem. . Manually creating a file called API.exe and then press ENTER ENTER CTRL+Z ENTER Error 80 Unable to access the GroupWise API directory The file API. Create this file from a command prompt by switching to the GroupWise API folder and type: copy con api. it looks for a file called API.exe exists in the RightFax temporary folder.RightFax 9.4 Administrator’s Guide 294 dir \\[servername]\mail\wpdomain\wpgate\api40 Error 2140 Starting Service When the GroupWise gateway starts. delete the file from the RightFax temporary folder. If this is the case.exe to confirm that it has found the correct GroupWise API folder. Chapter 29 Using TeleConnect to Access Faxes by Phone The RightFax TeleConnect feature gives RightFax users the convenience of 24-hour access to their fax mailboxes via a touch-tone telephone.1 The TeleConnect Configuration Dialog Box Retrieve new faxes Retrieve a catalog of faxes Retrieve specific faxes from the catalog Hear fax statistics Change fax mailbox options To run TeleConnect. With TeleConnect. Figure 29. Expand the Advanced Settings option in the component tree in the left pane and then click TeleConnect. printing. with a single telephone call. TeleConnect does not require a separate or additional installation to your fax server. you must also have a Brooktrout fax board with voice capability installed. run the RightFax BoardServer configuration program from Windows Control Panel on the RightFax server to display the Board Configuration dialog box. and notification features to manage faxes at any time of day. users dial directly into the RightFax server and hear a menu of options that lets them: Configuring TeleConnect To configure TeleConnect. from any location. Enable TeleConnectEnables the TeleConnect Module. Chapter 29 Using TeleConnect to Access Faxes by Phone 295 . Because it uses digital voice prompts. you must have a RightFax server installed and operational. Users can use RightFax’s automatic forwarding. “Prompt” asks each user to specify a one.or two-call session. you must assign one of the numbers to TeleConnect by entering the extension here.4 Administrator’s Guide 296 Routing Code/Channel ExtSpecifies the routing code (such as DTMF extension or DID number) that will be assigned to TeleConnect. the TeleConnect Main menu gives you the option of retrieving a list of all faxes in your RightFax mailbox along with their TeleConnect IDs. refer to the RightFax Administrator’s Guide. rather than being received as an incoming fax. dialing the number may cause users to hear a fax tone instead of accessing the TeleConnect system. After a fax is assigned a TeleConnect ID. (The Password setting cannot be blank. . In this way. Retrieving Faxes Via TeleConnect When retrieving your faxes via TeleConnect you can choose to have all new faxes that have not yet been viewed or printed sent to a specified fax machine. When users dial this number they will hear a tone or voice prompt to enter an extension. If you have only analog channels you must dedicate one of your fax channels to TeleConnect. For information on creating and editing RightFax user accounts.) TeleConnect uses these setting to identify the user when calling in to the system. If you don’t know the TeleConnect ID of the specific fax you want. “Two Call” causes TeleConnect to request the recipient’s fax number and then initiates a separate call to send faxes. Users must be able to dial into this channel directly. Each fax’s TeleConnect ID is displayed when you receive notification of the fax’s arrival. A TeleConnect ID is assigned to every outgoing and incoming fax processed by RightFax. The channel should not be part of a hunt group unless all the channels in that hunt group are dedicated to TeleConnect. If this number is not entered after a few seconds (depending on the DTMF timeout value). If you have a bank of numbers dedicated to your fax server. Otherwise.RightFax 9. the channel will provide a fax tone and attempt to receive a fax. they will connect to the TeleConnect system. To do this. Enter a unique four-digit extension in this box. When calls arrive on this extension they will enter the TeleConnect system automatically. enter a unique four-digit number in this box. box of the TeleConnect configuration (see “Routing Code/Channel Ext” on page 296). When the system prompts you. 2. TeleConnect uses the same connection to send faxes back to the caller without having to initiate a second call. the caller must have a RightFax user account with unique numeric Voice Mail Subscriber ID setting and a Password. You can also turn on DTMF routing for a particular analog channel. enter your RightFax voice mail subscriber ID and press the pound key (#). If you tell your users to enter this number when they hear the prompt. Dial the phone number that you specified in the Routing Code/Channel Ext. and then click the channel you want to dedicate under Global Board Settings in the left pane and enter the same four-digit value in the Channel Extension box. it keeps that ID until it is deleted from the system. “One Call” requires the user to call from a fax machine. Call Type Specifies how TeleConnect will connect to the caller when faxes are requested. TeleConnect incurs no phone charges. or you can retrieve a specific fax by specifying its TeleConnect ID number. RightFax user setup To use TeleConnect to access RightFax via touch-tone phone. To access your RightFax mailbox with TeleConnect 1. whether the notification is received via network broadcast or email gateway. 3. When the system prompts you, enter your RightFax password and press the pound key (#). If your RightFax password does not consist of numeric digits only, you can enter alphanumeric characters by pressing the keys on the telephone keypad that the characters are on. To enter the word ‘PASSWORD’ the caller should enter ‘72779673’. Any digit will work for the letters Q and Z. 4. After TeleConnect validates your voice mail subscriber ID and Although you can enable automatic forwarding, automatic printing, and alternate notification via TeleConnect, you must first configure the forwarding, printing, and notification destinations in your FaxUtil mailbox. For information on using these and other FaxUtil mailbox features, please refer to the FaxUtil online help. Multilingual Support The TeleConnect Module supports messaging in up to nine languages in addition to the English language default. When multilingual support is enabled, you can record your own language message files and save them to their own folders. When callers first dial into the system, TeleConnect will play a message asking them to select the language they want. To enable multilingual support, add the TeleConnect registry keyword Multilingual(1). Then create a TeleConnect registry keyword for each additional language you want to support using the format VoicePath#(voicepath1;voicepath2), where # is a number 2 through 9 that the user will press to access alternate language files (English is automatically set to “1”), voicepath1 is the path to the local folder where the language files are stored, and voicepath2 is an optional secondary folder path. If TeleConnect cannot find the file it wants in the first folder, it will look in the second folder. For information on creating TeleConnect registry entries see “TeleConnect Registry Configuration” on page 302. password, you will be placed in the main menu (described in the next section). The TeleConnect main menu The following table lists the options available from the TeleConnect main menu. There may be additional prompts and messages depending on your system’s configuration. Table 29a TeleConnect Menu Options Main menu option [1] Retrieve Faxes Option/description [1] Retrieve all new faxes [2] Retrieve a list of all inbound and outbound faxes [3] Retrieve faxes by their TeleConnect ID Retrieve a list of all inbound and outbound faxes [1] Outbound fax statistics, including total outbound fax count, total fax pages sent, total faxes sent successfully, total failed faxes, and total faxes in process [2] Inbound fax statistics, including total inbound fax count, and total received fax pages [1] Enable automatic fax forwarding [2] Enable automatic printing [3] Enable alternate notification [2] Retrieve a List of All Faxes [3] Fax Mailbox Statistics Multilingual selection prompts After multilingual support is enabled, TeleConnect will automatically cycle through every defined VoicePath entry, starting with VoicePath1 and ending with VoicePath0. It will play message 010.VOX from each VoicePath folder, if the file exists. [4] Change Fax Options Chapter 29 Using TeleConnect to Access Faxes by Phone 297 RightFax 9.4 Administrator’s Guide 298 The default message file 010 says “For an English language menu, press 1.” In VoicePath2, this file might say (in Spanish) “For a Spanish language menu, press 2.” In VoicePath3, it might say (in German) “For a German language menu, press 3.” Toll-number prompt Note If you have both toll-number and multilingual support enabled, Fax-on-Demand will play the VoicePath prompts before the toll-number prompt. Because selecting a language option is interpreted as an agreement by the caller to accept the charges, toll-call information should be included in your foreign language prompts. Recording multilingual messages You can record custom multilingual messages for TeleConnect using a third-party sound editor that supports the Dialogic OKI32 file format, or using the message recorder built into the Fax-on-Demand component of the Docs-on-Demand Module (if it is licensed and installed.) For information on using Docs-on-Demand to record prompts, refer to the RightFax Docs-on-Demand Guide. After toll-number support is enabled, message 020.VOX will play one time. This message should explain how much the caller will be charged, that he must be 18 years or older, and request him to press a key to agree to the charges. This prompt must be less than the 28 second limit to press the required agreement key. If the caller doesn’t press a key or presses a key other than one specified by the 900Agree registry keyword, the line will be disconnected. If the caller presses the key specified by the 900Agree keyword (or any key if the 900Agree value is blank), the system will proceed to the Main menu. Toll-Number Support Your TeleConnect system can be set up on 1-900 and 1-976 toll-lines. FCC requirements for toll-numbers state that callers may not be charged until a full minute has gone by. During the first 30 seconds of the call, callers must be told how much they are going to be charged and they must agree to the charges. If the caller does not immediately agree to the charges, the line must be disconnected. To enable toll-number support, add the TeleConnect registry keywords 900Enable(1) and 900Agree(#), where # is a number 0 through 9 that the caller must press to respond affirmatively and continue with the call. If this parameter is left blank, any key will be accepted. The system will automatically hang up on anyone who has not pressed the agree button within the first 28 seconds of the call. For information on creating TeleConnect registry entries see “TeleConnect Registry Configuration” on page 302. Requesting Fax Routing Information If a fax is sent to a number that delivers faxes to several people (such as a public or hotel fax machine), there may be a problem determining the fax recipient. TeleConnect can be configured to ask the caller to enter a name or phone number to assist in routing. Requests for fax routing information are skipped if the caller requests the fax(es) be sent back to the fax machine he is calling from using the same connection (the One-call option). To ask the caller to enter a phone number to assist with routing, add the TeleConnect registry keyword AskVoiceNumber(1). To ask the caller to enter an alphanumeric sequence (such as a name), add the TeleConnect registry keyword AskAlphaNumeric(1). If either of these options is enabled, TeleConnect will play message file 306. If you enabled AskVoiceNumber only, message file 306 will be followed by message file 307. If you enabled AskAlphaNumeric only, message file 306 will be followed by message file 312. If you enabled both AskVoiceNumber and AskAlphaNumeric, message file 306 will be followed by message file 311. For a complete list of TeleConnect’s message files refer to the next section. The decoded sequence will be used in the To: field on the fax cover sheet. The caller has 40 seconds to enter up to 60 digits, which will decode to a maximum of 30 characters. Voice Prompt Files The TeleConnect module uses voice prompt files located in the RFBoard\Mainapp\Voices folder on the RightFax server. Voice prompt files are saved as Dialogic® OKI32 files (.vox files). These files can be customized in Fax-on-Demand (described in the RightFax Docs-on-Demand Guide) or using a third-party sound editor that supports the Dialogic OKI32 file format. All files in the RFBoard\Mainapp\Voices folder are listed in the following table along with their voice text. Table 01 Voice Prompt Files Used by TeleConnect Entering alphanumeric data via touch-tone phone When you request alphanumeric input from the caller, this input must be specially encoded by the caller so the TeleConnect system knows exactly which character was intended. Each character requires the caller to press two buttons on the phone. Letters are encoded by pressing the button with the letter on it and then pressing 1, 2, or 3 to indicate whether you want the first, second, or third letter on the button. For the letter “A,” for example, press 2, which has the letters ABC on it, followed by 1 to indicate that you want the first of those three letters. The following table lists all characters available via this encoding method. Table 29b Alphanumeric Touch-Tone Key Sequences File name a.vox allque.vox b.vox Voice prompt “...a...” “All of your queued faxes will be sent.” “...b...” A = 21 B = 22 C = 23 D = 31 E = 32 F = 33 G = 41 H = 42 I = 43 J = 51 K = 52 L = 53 M = 61 N = 62 O = 63 P = 71 Q = 01 R = 72 S = 73 T = 81 U = 82 V = 83 W = 91 X = 92 Y = 93 Z = 03 Space = 02 + = 11 - = 12 . = 13 0 = 00 1 = 10 2 = 20 3 = 30 4 = 40 5 = 50 6 = 60 7 = 70 8 = 80 9 = 90 badfaxnum.vox “Invalid entry. We will not send documents to that fax number.” badlogin.vox beginrec.vox c.vox catalog.vox catalogs.vox count.vox d.vox “The mailbox and password combination you entered is not valid. Please try again.” “You may begin recording after the beep. Press pound when finished.” “...c...” ”...catalog...” “...catalogs...” “...faxes with a total of...” “...d...” Chapter 29 Using TeleConnect to Access Faxes by Phone 299 RightFax 9.4 Administrator’s Guide 300 Table 01 Voice Prompt Files Used by TeleConnect (Continued) Table 01 Voice Prompt Files Used by TeleConnect (Continued) File name deliverif.vox doc.vox docs.vox fax.vox faxes.vox faxnum.vox faxtype.vox fwdfax.vox fwdfaxnm.vox fwdmenu.vox Voice prompt ”Are you sure you want to delete this message? Press 1. If not, press 2.” ”...document...” ”...documents...” “...fax...” “...faxes...” “Enter your fax number and then press the pound key.” “If you are calling from your fax machine, press 1. If you wish the fax delivered to a fax number, press 2.” “Your faxes are currently being forwarded to...” “Please enter the fax number to forward your faxes to.” “To automatically forward your faxes to a fax machine, press 1. To forward your faxes to a network user, press 2. To disable fax forwarding, press 3. To cancel changes, press the Star key.” “You may not enable fax forwarding to a network user because a destination user has not been specified.” “Your faxes are currently being forwarded to a network user.” “Your fax forwarding option is currently set to a network user. If you change this, there will be no way to restore this setting over the telephone interface. If you still want to change this option, press 1. If not, press 2.” “Goodbye.” File name greeting.vox hundred.vox ifcorrec.vox invalid.vox isnotavail.vox login1.vox login2.vox mainmenu.vox Voice prompt “Welcome to RightFax, the leading enterprise fax server.” “...hundred...” “If this is correct, press 1. To reenter, press 2." “Invalid entry. Please try again.” “...is not available.” “Please enter your mailbox number.” “Please enter your security code.” “To retrieve faxes, press 1. To retrieve a list of all faxes, press 2. To hear fax mailbox statistics, press 3. To change mailbox options, press 4. To quit, press the Star key.” “...million...” ”...zero...” “...one...” - “...ninety-nine...” “...new...” “Your faxes are not currently being forwarded.” “You have no new faxes.” “We are unable to queue your faxes for transmission.” “Your faxes may not be automatically printed because a destination printer has not been selected.” “The fax server is not available. We are unable to process your call.” ”No entries detected. Please try again.” million.vox n00.vox n01.vox - n99.vox new.vox nofwd.vox nonewfxs.vox nonque.vox noprinter.vox fwdnous.vox fwduser.vox fwdwarn.vox notavail.vox notones.vox goodbye.vox Table 01 Voice Prompt Files Used by TeleConnect (Continued) Table 01 Voice Prompt Files Used by TeleConnect (Continued) File name ntfdisab.vox ntfenab.vox ntfmenu.vox Voice prompt “Alternate notification to another network user is disabled.” “Alternate notification to another network user is enabled.” “To enable alternate notification press 1. To disable alternate notification, press 2. To cancel changes, press the Star key.” “You may not enable alternate notification because a network user to notify has not been selected.” “Shared call beginning.” “For automatic forwarding options, press 1. For automatic printing options, press 2. For alternate notification options, press 3. To return to the Main menu, press the Star key.” “...outbound...” ”...page...” ”...pages...” “...pound...” “Your faxes are not being automatically printed.” “Your faxes are currently being automatically printed.” “To automatically print your faxes, press 1. To disable automatic printing, press 2. To cancel changes, press Star.” “...received faxes totalling...” “...of your received faxes have not been viewed or printed.” “...received...” File name recmenu.vox Voice prompt ”To play back, press 1. To record, press 2. To save this message, press 3. To cancel changes, press 4. To delete this message, press 5.” “You entered an invalid fax ID number.” “You may retrieve up to...” “Enter the fax ID number and press Pound.” “You have entered the maximum allowable fax IDs.” “To retrieve all new faxes, press 1. To retrieve a list of all faxes, press 2. To retrieve faxes by their ID number, press 3. To return to the Main menu, press the Star key.” 0.1 second silence 1 second silence 0.25 second silence 0.5 second silence “...outbound faxes totalling...” “...are in process...” “...have been sent successfully, and...” “...are abandoned.” “Not all of your queued faxes will be sent due to an error.” “...star...” “For statistics on outbound faxes, press 1. For statistics on inbound faxes, press 2. To return to the main menu, press the Star key.” “That...” “...this session.” rtverr1.vox rtvid1.vox rtvid2.vox rtvmax.vox rtvmen.vox ntfwarn.vox onecall.vox optmenu.vox sil_100.vox sil_1000.vox sil_250.vox sil_500.vox sntstat1.vox sntstat2.vox sntstat3.vox sntstat4.vox someque.vox star.vox statmenu.vox outbound.vox page.vox pages.vox pound.vox prndisab.vox prnenabl.vox prnmenu.vox rcvstat1.vox rcvstat2.vox received.vox that.vox thissess.vox Chapter 29 Using TeleConnect to Access Faxes by Phone 301 RightFax 9.4 Administrator’s Guide 302 Table 01 Voice Prompt Files Used by TeleConnect (Continued) File name thousand.vox toprocee.vox totaling.vox upto.vox waitcnt.vox waitgen.vox youhave.vox youmay.vox youselec.vox Voice prompt “...thousand...” “To proceed...” “...totalling...” “...up to...” “Please wait while the system retrieves your faxes.” “Please standby while we are processing your request.” “You have...” “You may request...” “You selected...” The following table lists all available TeleConnect keywords, and includes the default settings (if any) and descriptions. Table 02 TeleConnect Registry Values Keyword 900Agree 900Enable AppType Default N/A False 0 Description 900 caller agreement sequence. 900 telephone processing. Application type: 0 = TeleConnect 2 = One-Doc Poll AskAlphaNumeric AskVoiceNumber CallType False True 0 Ask caller for alpha-numeric sequence. Ask caller for voice number. Default call type: 0 = Prompt 1 = One-call 2 = Two-call TeleConnect Registry Configuration TeleConnect is configured primarily via multi-string (Reg_Multi_SZ) registry entries. Each channel dedicated to TeleConnect has its own configuration registry entry. The TeleConnect configuration registry entry is located at HKEY_LOCAL_MACHINE\Software \RightFax\BoardServer\TUI\Extensions. The multi-string registry entries for TeleConnect use this format: extension`keyword(value)`keyword(value)`... Where extension is the phone number extension or DID channel assigned to TeleConnect, ` is the “grave” character located on the same key as the tilde (~), keyword is one of the configuration setting keywords from the following table, and value is an optional value setting for the keyword. The phone number extension or DID channel assigned to TeleConnect is always the first entry. The extension and all keywords must be separated by a grave (`) character. CSID N/A CSID to use during a one-call transaction. If blank, it uses the channel default. Default billing code #1 for a two-call fax TeleConnect. If a fax is being forwarded from a user’s mailbox, the system will attempt to use the billing codes from the source fax. If no billing codes are present in the source fax, the value specified here, and that of DefaultBI2, will be used. Default billing code #2 for two-call. Maximum number of errors allowed (timeouts, invalid doc numbers, etc.) If this number is exceeded, the caller will be disconnected. DefaultBI1 N/A DefaultBI2 MaxErrors N/A 3 Table 02 TeleConnect Registry Values (Continued) Keyword MaxFaxes Multilingual Default 32 False Description The maximum number of faxes sent out in one call by TeleConnect. Multilingual support enabled/disabled. PBX transfer sequence. If not blank, TeleConnect transmits this sequence just before hanging up. It is a standard Brooktrout® sequence (TP!F,;WU%1234567890ABCD). 39 characters max. The path for TeleConnect reports. If a relative path-spec, it will be relative to the RFBoard folder. TransferSequence N/A TUIReportPath TUILOG VoicePath MainApp\ The path(s) for voice prompt files. voices; One or more folders the system will voices search to play a voice file. Folders are separated with a semicolon. A relative folder specification is relative to the RFBoard folder. Any recorded message will be recorded to the first folder listed. N/A N/A Language #0 voice folder(s). Language #2 voice folder(s) – Language #9 voice folder(s). VoicePath0 VoicePath2 – VoicePath9 Chapter 29 Using TeleConnect to Access Faxes by Phone 303 RightFax 9.4 Administrator’s Guide 304 . To view your current SQL connection information. The SQL connection string is displayed in the SQL Connection box. users. Figure 30. This database may be installed directly on the RightFax server. the SQL database connection can be modified if at any time you need to make changes to your existing SQL installation. However. The SQL Express server that is provided with RightFax includes all of the SQL functionality required by the RightFax software.pdf. including information on faxes. You select where the SQL database is to be installed when you install the RightFax server software. this version of SQL does not include all of the tools and administrative capabilities as the full version. run the RightFax Server Configuration program from Windows Control Panel and click the Advanced tab. or can be installed on an existing SQL server. However. 305 .Chapter 30 Backing Up and Maintaining the RightFax Software and Database RightFax stores all of its data. An image of the schema is also available in the Docs folder on RightFax installation CD in the file RightFax Database Schema. A complete schema of the RightFax database can be viewed using SQL Administrator. It is strongly recommended that you do not make any changes directly to the RightFax SQL database. and dialing rules in a SQL database (although fax images are stored separately as graphic files in the RightFax\Image folder).1 The Server Configuration Advanced tab Changing the Connection to the SQL Server RightFax creates and links to a SQL database during installation. it is recommended that you instead use the options on the Simple tab to make any changes to your server’s SQL connection..4 Administrator’s Guide 306 To edit the SQL connection. The DSN defines the fax server’s connection to the SQL server. Login with SQL Server authentication using the following information Select this option to log on to the SQL server using a SQL user account. the fax server automatically creates a system DSN called “RightFax. The OSQL utility is automatically installed on your SQL server when you install either the full version of SQL or the SQL Express database provided with the RightFax server software.] button to open a list of available DSNs. Backing up the server requires a separate backup storage device or software utility. or the RightFax Remoting service. Backing Up and Restoring the RightFax Server and Database This section provides instructions for backing up and restoring the RightFax server software and SQL database using Microsoft's OSQL command-line utility.RightFax 9. the DocTransport configuration. You can manually configure the SQL connection here. During installation. Enter the SQL login ID and password. Captaris does not provide . the RightFax Server configuration.. unless you are familiar with the syntax of connection strings. The fax server requires a system DSN which must be properly configured to point to the SQL server where the fax database is installed. however. Login with Windows authentication using the network login ID Select this option if you want the fax server to log on to the SQL server using Windows authentication. Open each application and locate the SQL connection string in the SQL Connection box. Click the [. you must change the connection string in one of three places.” If you have created a new system DSN to define the database connection. you can select it here. Figure 30. The Advanced tab on this dialog box displays an editable connection string that defines the server’s connection to the SQL database. This opens the RightFax SQL Connection Editor dialog box. and Remoting configuration applications The steps for changing the SQL connection are the same in each applications. ODBC Data Source Use the drop-down button to select new a data source name (DSN).] button to the right of this box.. Make sure that you set the same SQL connection properties in both of these applications before making the registry change described in the next section.2 The RightFax SQL Connection Editor Advanced tab Changing the SQL connection in the Server.. You can also click the [. DocTransport. you must call Captaris Support to obtain new bump codes if you restore the RightFax server to a machine other than the one on which it was originally installed. Refer to the documentation for your backup software and/or Microsoft Windows for information on scheduling and executing periodic backups of your software and the registry. Backing up the RightFax database RightFax stores most of its data in a SQL database which is stored and maintained separately from the core server software. Password is the password for the specified user. To perform a backup of the RightFax database. and so you should be familiar with your organization's software backup tools and protocols before scheduling regular backups. this database may be on a separate SQL server on your network. and ServerName is the machine name of the server where the database is located. and for information on restoring from the backup. Navigate to C:\Program Files\Microsoft SQL Server\ HKEY_CLASSES_ROOT\RightFax HKEY_LOCAL_MACHINE\Software\RightFax HKEY_LOCAL_MACHINE\Software\RightFax Client MSSQL\Binn 3. A complete backup of the server can be performed at any time without shutting down the server or stopping the RightFax services. These errors are cosmetic and do not cause any loss in functionality. Important If you have upgraded from MSDE to SQL Server 2005 Express.support for third-party backup tools. Captaris recommends scheduling backups only at night or during off-peak hours. Open a command prompt on the SQL server or on the RightFax Backing up and restoring the RightFax server All of the RightFax server files can be backed up using any standard disk or tape backup system. To backup the RightFax server software. SQL Express database installed directly on the RightFax server computer. to ensure that your backup software does not cause any disruption or slowdown of the RightFax server. and you must have a user ID and password with administrative access to the database. Captaris recommends also backing up the following registry keys: server if you are using SQL Express. 2. However.) Note that the commands and parameters are case-sensitive. Depending on how the RightFax server software was installed. see Microsoft Knowledge base article 907284. To back up the RightFax database using OSQL 1. For more information. Enter the command: osql -UUserID -PPassword -HServerName Where UserID is a SQL user ID with administrative access. Because several RightFax configuration settings are stored in the Windows Registry. Consequently. the MSDB database has not been upgraded. backup the \RightFax folder and all of its subfolders. or a Chapter 30 Backing Up and Maintaining the RightFax Software and Database 307 . you must know where this database is installed. (When SQL is installed. the default user ID is “sa” and the default password is blank. you may see error messages when attempting to run OSQL backup and restore procedures. Caution Because the bump codes that enable all of your licensed RightFax features are tied to the name of the computer on which the software is installed. Password is the password for the specified user. the default user ID is “sa” and the default password is blank. Note that the commands and parameters are case-sensitive. The batch file should contain only the following command: osql -UUserID -PPassword -HServerName -Q“BACKUP DATABASE rightfax TO DISK = 'C:\Backup\rightfax. Enter the command: osql -UUserID -PPassword -HServerName Where UserID is a SQL user ID with administrative access. 2. (When SQL is installed. Restoring the RightFax Database Follow these steps to restore the RightFax database from a backup: . ServerName is the machine name of the server where the database is located.) 4. the default user ID is “sa” and the default password is blank. and ServerName is the machine name of the server where the database is located. Caution This batch file will overwrite any existing backup file in the target folder without prompting for confirmation. Purging Deleted Fax Records from the Database RightFax stores records of all faxes. and C:\Backup is the name of the folder where you want the backup file to be stored. RESTORE DATABASE rightfax FROM DISK = ‘C:\Backup\rightfax. Password is the password for the specified user. This can be a local folder or a folder on any mapped drive on the network. Removing deleted fax records from the database is called “purging.) Note that the commands and parameters are case-sensitive. When a user deletes a fax the fax record is saved and marked as belonging to a deleted fax. depending on the size of the database.bak’” Where UserID is a SQL user ID with administrative access. even if users have deleted the faxes from their fax mailboxes. RightFax purges deleted fax records after a set length of time. and then add the batch file to your Scheduled Tasks list in Windows Control Panel. The restore process may take several minutes.RightFax 9. Navigate to C:\Program Files\Microsoft SQL Server\ MSSQL\Binn 3. To create a batch file for automating the database backup server if you are using SQL Express.4 Administrator’s Guide 308 4. depending on the size of the database. On the command line that follows.bak’ [Enter} go [Enter] exit [Enter] Where C:\Backup is the name of the folder where the backup file was stored. This is how the fax server is able to run reports on fax activity even when the fax images have been deleted. enter the following command 1. On the command lines that follow. The backup process may take several minutes. enter this command set: To automate the database backup at a scheduled time you can create a batch file which will execute the OSQL backup command.bak’ [Enter} go [Enter] exit [Enter] Where C:\Backup is the name of the folder where you want the backup file to be stored.” To keep the fax database to a manageable size. Open a command prompt on the SQL server or on the RightFax set: BACKUP DATABASE rightfax TO DISK = ‘C:\Backup\rightfax. The length of time fax records of deleted faxes are saved before being purged can be customized for each RightFax group. (When SQL is installed. exe. or their records can be restored in the RightFax database. number of days to keep deleted fax records. Purging Faxes from Users’ Fax Mailboxes RightFax includes a feature called automatic fax aging that you can use to delete fax images from users’ fax mailboxes after a certain length of time. enter the records you Orphan. Click the Purge button to begin purging fax records. 7.exe. On the left side of the DBPurge dialog. 2. 2. You may also choose the box to ‘Use NT Authentication’ is your RightFax account is linked to the account you are logged into your network with. 4. print jobs. enter the RightFax server name followed by your account name and password. wish to purge. This feature is configured separately for each group (see “The Automatic Fax Aging tab” on page 137). Using DBPurge 1. Select the group ID to modify. These records are listed and explained below. Log in to the fax server as an administrator. Conversion jobs. 6. Click OK. orphan image files can be deleted from the server. The image files are called “orphans” because RightFax has no record of their existence and cannot access them. 3. retries) from the database Removing Orphaned Faxes Warning You must shut down all of the RightFax services before running orphan. Click the Basic Information tab. This account must have administrative access. Using Orphan.To change the length of time RightFax keeps deleted fax records 1.exe. Purging Fax Records using DBPurge DBPurge is database utility designed to purge fax records from the RightFax database. Select the Preview button to view the total number of records to be purged. Automatic fax aging is only available if you have a RightFax Enterprise or Satellite server. Faxes Deletes records of all faxes in the system Deleted Faxes Deletes records of deleted faxes from the database Billing Codes Deletes Billing Code entries from the database Work Requests Deletes queued Work Requests (notifications. Individual users can be excluded from automatic fax aging by checking the Excluded from Group Fax Aging permission in their RightFax user profiles (page 124). Upon completion you can view a transaction log by clicking the Log tab. On the Open Server dialog. This can prevent older fax images from occupying too much hard drive space on your server. enter the 5. 4. In the Days to Keep Deleted Fax Records box. 3. Open the \RightFax\Database folder and double-click DbPurge.exe searches the RightFax server for fax image files that do not have any references in the RightFax database. Chapter 30 Backing Up and Maintaining the RightFax Software and Database 309 . Run Enterprise Fax Manager and click Groups. The fax server must not be running when executing this utility. Specify the name of the RightFax computer that contains the user ID that will be assigned the recovered fax images. Skip all prompts. You must include the double-quotes around the path. -ipath -n -uuserID -z Example orphan -fjanescomputer -i“c:\program files\rightfax\image” -ujanedoe -a Supported Database Collation The RightFax 9.3 database supports only the SQL Language collation.RightFax 9. Specify the full path to the RightFax\Image folder. Requires the -f and -u options. Case sensitivity. .exe Command Line Options Option -a -fcomputer Function Restore all orphan image files to a specified RightFax user. Syntax orphan -fcomputer -i“path” -uuserID [-a] [-n] [-z] Table 30a Orphan. Erase orphan file images from the disk.4 Administrator’s Guide 310 Orphan. Specify the RightFax user ID that will be assigned the recovered fax images.exe is located in the RightFax\Database folder on the RightFax server. Accent sensitivity and Kana sensitivity collations are not supported and may prevent RightFax services from starting. If you have licensed the RightFax PDF module. type the code you want. For example. “File Formats that Convert to Fax Format”. because the mapping or drive links may be different on the fax server and the computer where the fax originated. To add an embedded code to a document. Note If you send faxes via an SMTP gateway and plan to use embedded codes. Embedded codes that are followed by this envelope icon () are compatible with RightFax email gateways. Specify the complete file path. ADDDOC Format <ADDDOC:file> Adds a file to the end of the fax. If you type an embedded code incorrectly. The specified file is not deleted after conversion. so they don’t appear in your final fax. For a complete list of supported formats. drive. then you must select the Use PCL converter for text files option in your email configuration. see Appendix B. Each file will be appended in the sequence that the embedded code appears in the document. extension. Embedded codes can be written in either upper or lower case. you can also attach PostScript and PDF files. Embedded codes can be placed anywhere in the document that you will be faxing. Captaris recommends using the UNC to specify the file location (instead of a drive letter). and directory. This additional file can be in one of over 45 of the most popular IBM and Macintosh native application file formats. it will not behave as expected and the embedded code text itself will appear in your fax. attach library documents. You can use embedded codes to address faxes. between angle brackets. add billing information. 311 .Appendix A RightFax Embedded Codes Embedded codes are special faxing instructions that you insert directly into fax-bound documents. along with any required parameters. and more. Embedded codes cannot line wrap and any embedded code statement that is so long that it wraps to a second line will be ignored. including file name. insert your signature. and can be used in any document that accepts text characters. and ensure that RightFax has access privileges. an embedded code that tells RightFax the destination fax number is written as: <TOFAXNUM:555-1212> The fax server removes all embedded codes from a document when it converts the document to fax form. include fax cover sheet information. More than one ADDDOC code can appear in a document. Examples <adddoc2:x:\bin\123. Captaris recommends using the UNC to specify the file location (instead of a drive letter). For a complete list of supported formats.tif> ADDDOC4 Format <ADDDOC4:file> Replaces the document it is found in with the specified file.tif> <ADDDOC2:file> Replaces the document it is found in with the specified file. and directory. Specify the complete file path. The specified file will be deleted after conversion. For a complete list of supported formats. you can also attach PostScript and PDF files. including file name.RightFax 9. Examples <adddoc3:x:\bin\xyz. you can also attach PostScript and PDF files. If you have licensed the RightFax PDF module. Examples <adddoc4:x:\bin\xyz. drive. This additional file can be in one of over 45 of the most popular IBM and Macintosh native application file formats. see Appendix B. Captaris recommends using the UNC to specify the file location (instead of a drive letter). Captaris recommends using the UNC to specify the file location (instead of a drive letter). <adddoc4:\\server8\sys\bin\xyz. including file name. “File Formats that Convert to Fax Format”. see Appendix B. and directory. because the mapping or drive links may be different on the fax server and the computer where the fax originated. because the mapping or drive links may be different on the fax server and the computer where the fax originated.tif> ADDDOC2 Format Specify the complete file path. extension. extension.tif> <adddoc3:\\server8\sys\bin\xyz. “File Formats that Convert to Fax Format”. “File Formats that Convert to Fax Format”. see Appendix B. This file can be in one of over 45 of the most popular IBM and Macintosh native application file formats. “+7” represents one week . Specify the complete file path. Dates can be expressed as relative or absolute. drive. The specified file is then deleted after it is faxed. For example. extension.tif> <adddoc2:\\server8\sys\bin\123. For a complete list of supported formats. If you have licensed the RightFax PDF module.tif> ATDATE Format <ATDATE:date> Schedules the fax to send on a specific date. If you have licensed the RightFax PDF module. drive. Maximum field length: N/A. Examples <adddoc:x:\bin\xyz.tif> ADDDOC3 Format <ADDDOC3:file> Adds another file to the end of the fax.tif> <adddoc:\\server8\sys\bin\xyz. you can also attach PostScript and PDF files. This file can be in one of over 45 of the most popular IBM and Macintosh native application file formats.4 Administrator’s Guide 312 Maximum field length: N/A. including file name. Maximum field length: N/A. because the mapping or drive links may be different on the fax server and the computer where the fax originated. Maximum field length: N/A. and directory. Relative dates give the number of days from today’s date. you must enter a valid billing code or the fax will not be sent.50 and . Maximum field length: 15 characters Example <BILLINFO2:5555> Schedules the fax to send at a specific time. it automatically flushes any existing print formatting information that was contained in the file’s print header.m. For example. and 1. Each separate fax in the document must contain its own fax recipient information using the <TO_NAME> and <TO_FAXNUM> embedded codes. Absolute dates specify the exact date to send the fax. Rather. For example. You must enter at least one digit before and after the decimal point. Specifying a time earlier than the current time will schedule the fax tomorrow. Maximum field length: 15 characters Example <BILLINFO1:4444> BILLINFO2 Format <ATDATE:+2> <BILLINFO2:code> ATTIME Format <ATTIME:time> Assigns a second billing code to the fax. <ATTIME:+2> Appendix A RightFax Embedded Codes 313 . When RightFax encounters the <BREAK> embedded code. and an “a” or “p” can be used to indicate A. or MM-DD-YYYY. The fax server does not send the fax at exactly the minute specified.1 through 0. “+2” is two hours from now. Maximum field length: 9 characters Examples <ATTIME:10:00p> BREAK Format <BREAK> Breaks a single fax document into multiple faxes with multiple recipients. The break occurs at the point where the <BREAK> code is encountered. Specifying a time between the current time and midnight will schedule the fax to send today. Relative time is the number of hours or minutes from the current time. A colon separating hours and minutes is optional. Maximum field length: N/A. Because of this. the <BREAK> code should be used only with ASCII files that do not have print headers associated with them (such as batch files). the send time defaults to “now” (the current time of processing). it will be scheduled to send at 3:30 p. and it contains only an <ATDATE:+1> code.M. The time can be relative or absolute.5 and 0. tomorrow. For example. the fax becomes eligible for scheduling within 15 minutes of the specified time. MM-DD-YY.m.from today.3 are valid. you must enter a valid billing code or the fax will not be sent.3 are not valid. 1. Maximum field length: 10 characters Examples <ATDATE:9-15-99> BILLINFO1 Format <BILLINFO1:code> Assigns a billing code to the fax.9. or P.M. If no send time is specified with the <ATTIME> code (page 313). Absolute time can be entered in 12-hour or 24-hour format. Valid fractions of an hour are 0. If the RightFax administrator has set up the system to require billing codes. If the RightFax administrator has set up the system to require billing codes. Absolute dates must be written in one of these formats: MM/DD/YY. You can enter fractions of an hour in six-minute increments. if a fax is sent to the queue at 3:30 p. whether or not the send was successful. Maximum field length: N/A Sends the fax only on the specified channel of the fax board.) Maximum field length: N/A Example <CHANNEL:3> DELETE Format <DELETE> Deletes the fax from the user’s FaxUtil mailbox after it has been successfully sent. if that option is selected. If the user sending the fax containing this code is configured to automatically generate a cover sheet. only one cover sheet will be generated. Unless a cover sheet file name is specified using the <FCSFILE> embedded code (page 315). However. Using the <BROADCAST> code increases the interval at which the server polls for and returns status information. Although your server’s first fax channel is listed as number 0 (zero) in the RightFax BoardServer module. and you want the fax to go out right away. For this reason. Maximum field length: N/A. the server will not process requests for notification or automatic printing of sent faxes. This code overrides the default RightFax auto-delete setting. any channel you specify in this embedded code must be numbered one higher than the channel as it is listed in the BoardServer (i. Maximum field length: N/A. the server will still automatically print failed faxes. You can also use this code to limit fax broadcasts to one channel only. this code will use the default cover sheet file. COVER Format <COVER> CHANNEL Format <CHANNEL:channel#> Generates a RightFax cover sheet for the fax containing the code. specify <CHANNEL:5> to use channel 4 as displayed in the RightFax BoardServer. The new events are useful when writing code to send the status of the fax to a user. a value of 0 in this embedded code indicates that the server should use any available channel. leaving the other channels free for priority faxing. Enables complete events that can be serviced via the RightFax API. The BoardServer’s channel 4 is actually the fifth channel since channels begin numbering at zero. Include this embedded code in the fax to eliminate unnecessary server processes and increase the speed at which a broadcast is sent. Maximum field length: N/A .RightFax 9. Maximum field length: N/A DELETEALL Format <DELETEALL> Deletes the fax from the user's FaxUtil mailbox after it has been sent. This code is useful if your organization uses one channel for priority faxing.e.4 Administrator’s Guide 314 BROADCAST Format COMPLETEEVENT Format <BROADCAST> <COMPLETEEVENT> Fine-tunes the server for sending fax broadcasts to multiple recipients. In addition.. to a database. or to a host application. This code overrides the default RightFax auto-delete setting. Maximum field length: 12 characters Example <FCSFILE:MYCOVER1. This code overrides the default fax resolution set in the user’s FaxUtil mailbox.DELETEFIRSTPAGE Format FINE Format <DELETEFIRSTPAGE> <FINE> Removes the first page of the fax. but not send that page to the recipient. this code will be ignored. Use this code when you want to put all production embedded codes on the first page of a document. This is recommended only for faxes with detailed graphics or faxes that will be OCRed. Do not specify a directory path. Converts the body of the fax using “fine” resolution (200 × 200 DPI). Use this code when you want to put all production embedded codes on the last page of a document. Maximum field length: N/A. Maximum field length: 31 characters Example <FROMFAXNUM:(520)555-1234> FCSFILE Format <FCSFILE:filename> Uses the specified file as the RightFax-generated cover sheet. this code will be ignored. Maximum field length: 15 characters Example <FORMTYPE:LETTERHEAD> Removes the last page of the fax. This code is typically used when it is easier to add a page to the end of a document than to insert production embedded codes into the print stream coming from the host. If no cover sheet is generated by RightFax. but not send that page to the recipient. Maximum field length: N/A.pcl. If no cover sheet is generated by RightFax. Maximum field length: 31 characters Example <FROMGENFAXNUM:(520)555-2345> Appendix A RightFax Embedded Codes 315 . FROMFAXNUM Format <FROMFAXNUM:faxnumber> Specifies the sender’s fax number on the RightFax-generated fax cover sheet. Maximum field length: N/A FORMTYPE Format DELETELASTPAGE Format <FORMTYPE:formID> <DELETELASTPAGE> Overlays the fax onto the specified RightFax form. This code is typically used when it is easier to add a page to the front of a document than to insert production embedded codes into the print stream coming from the host.PCL> FROMGENFAXNUM Format <FROMGENFAXNUM:faxnumber> Specifies the company’s general fax number to be placed on the RightFax-generated fax cover sheet. The cover sheet file must exist in the RightFax\FCS folder on the RightFax server and must end with the extension . Multiple library documents can be specified. FROMNAME Format Maximum field length: 21 characters Example <LIBDOC:INFOPACK1> <FROMNAME:name> Specifies the sender’s name to be placed on the RightFax-generated fax cover sheet. this code will be ignored. Maximum field length: 59 characters Example <FROMNAME:Jane Doe> LIBDOC2 Format <LIBDOC2:documentID> Sends the specified RightFax library document in addition to sending the document containing the code.RightFax 9. Multiple library documents can be specified. each as a separate LIBDOC2 code. this code will be ignored. If no cover sheet is generated by RightFax. this code will be ignored. Maximum field length: N/A . If no cover sheet is generated by RightFax. Maximum field length: 21 characters Example <LIBDOC2:INFOPACK1> FROMPHONE Format <FROMPHONE:phonenumber> Specifies the sender’s phone number to be placed on the RightFax-generated fax cover sheet.4 Administrator’s Guide 316 FROMGENPHONE Format LIBDOC Format <FROMGENPHONE:phonenumber> <LIBDOC:documentID> Specifies the company’s general phone number to be placed on the RightFax-generated fax cover sheet. this embedded code will function exactly the same as LIBDOC2. Maximum field length: 31 characters Example <FROMGENPHONE:(520)555-3456> Sends the specified RightFax library document instead of sending the document containing the code. Important When used with email gateways. each as a separate LIBDOC code. Maximum field length: 31 characters Example <FROMPHONE:(520)555-4567> IGNORE Format <IGNORE> Causes all subsequent embedded codes to be ignored. If no cover sheet is generated by RightFax. The <NEWDEST> code only allows the following codes to be repeated in a document: NEWLIB2 Format <NEWLIBW:libdocID. including the last one. This code is not used to break one document into multiple faxes. If the specified document ID already exists. that library document will be replaced. Maximum field length: N/A Examples L = LAN F = Fax on Demand W = Web C = Catalog Maximum field length: N/A.november_prices> Tells RightFax that you want to send this fax document to multiple recipients. you can assign accessibility attributes for each document. Maximum field length: N/A Automatically creates or updates a library document from the document containing the code. <NEWDEST> Example <NEWLIB:novpricesheet. a new library document will be created.NEWDEST Format Maximum field length: N/A.description> Tells RightFax to send only the cover sheet. The library document will automatically be assigned accessibility rights based on the following flags: If <NEWDEST> is not used. Specify a new or existing library document ID and description.description. Appendix A RightFax Embedded Codes 317 . and not include a fax body document. a new library document will be created. Any embedded codes in the document that are not used for the production of the cover sheet will be ignored. The newly created library document will automatically be assigned LAN accessibility only. but rather faxes one entire document to multiple recipients. If the specified document ID already exists. Example <NEWLIBW:novpricesheet. The <NEWDEST> code must appear after each and every destination. that library document will be replaced. Specify a new or existing library document ID and description. only the last occurrence of any of these embedded codes will take affect.november_prices. If no matching document ID exists. If no matching document ID exists.LFWC> TO_NAME TO_FAXNUM TO_CONTACTNUM TO_COMPANY TO_CITYSTATE BILLINFO1 BILLINFO2 Automatically creates or updates a library document from the document containing the code.LFWC> <TO_NAME:JOHN><TO_FAXNUM:555-1234><NEWDEST> <TO_NAME:MARY><TO_FAXNUM:230-5000><NEWDEST> NOBODY Format <NOBODY> NEWLIB Format <NEWLIB:libdocID. In addition. Example <NOTE:THE QUICK BROWN FOX JUMPS OVER NOCOVER Format <NOCOVER> Turns off automatic RightFax cover sheet generation for the document containing this code. each code having up to 69 characters. saving time and phone charges. Maximum field length: N/A NOTIFY_RETRY Format <NOTIFY_RETRY> Notifies the sender when a transmission error is encountered and the fax is being resent.RightFax 9. Maximum field length: N/A Notifies the sender when the fax is abandoned due to transmission errors using the Notification Info setting in the user’s RightFax user account. Adds comments to your cover sheet. see “COMPLETEEVENT” on page 314. This uses the Notification Info setting in the user’s RightFax user account. Maximum field length: N/A. Maximum field length: N/A Disables the Smart-resume feature. This code overrides the default fax resolution set in the user’s FaxUtil mailbox. Normal resolution faxes can be transmitted much faster than fine resolution faxes.4 Administrator’s Guide 318 NOCOMPLETEEVENT Format NOTE Format <NOCOMPLETEEVENT> <NOTE:text> Disables complete events. Maximum field length: N/A NOTIFY_OK Format NOSMARTRESUME Format <NOTIFY_OK> <NOSMARTRESUME> Notifies the sender upon successful transmission of the fax using the Notification Info setting in the user’s RightFax user account.> NOTIFY_ERROR NORMAL Format Format <NOTIFY_ERROR> <NORMAL> Converts the body of the fax using “normal” resolution (200×100 DPI). For more information. Maximum field length: N/A THE> <NOTE:LAZY DOG. You can use as many as 21 <NOTE> codes in a single document if you want to enter multi-line comments. The comments will not be reformatted or line wrapped by RightFax. Maximum field length: N/A . Maximum field length: Up to 21 <NOTE> codes per document. For information on creating and using signature files. Maximum field length: N/A Examples <PRIORITY:HIGH> <SAVE> Instructs RightFax to not delete the fax image from the user’s FaxUtil mailbox after being sent. You must view the fax in FaxUtil and select Release from the File menu before it will send. The signature will be inserted into the document at the exact location of the <SIGNATURE> embedded code. Maximum field length: N/A <PRIORITY:N> <PRIORITY:LOW> SIGNATURE Note Signature files are currently not supported in outbound PDF documents. Maximum field length: N/A Specifies the length of time in minutes between retry attempts when transmission errors (such as a busy signal or human answered line) are encountered. A value of 0 (zero) tells the fax server to use the system defaults. and High (H). You can include an unlimited number of <SIGNATURE> codes in each document. Maximum field length: 2 numeric digits Example <RETRYCOUNT:3> Specifies a signature image to place in the document. Allowed settings are: Low (L).PREVIEW Format RETRYINTERVAL Format <PREVIEW> <RETRYINTERVAL:#> Holds the fax for preview in your FaxUtil mailbox. If a user specifies high priority and does not have the “Can use high priority” permission. Maximum field length: 21 characters Example <SIGNATURE:BOB> Appendix A RightFax Embedded Codes 319 . Format RETRYCOUNT Format <RETRYCOUNT:#> <SIGNATURE:signatureID> Specifies the number of times the fax will be retried after encountering transmission errors (such as a busy signal or human answered line). Maximum field length: 2 numeric digits Example <RETRYINTERVAL:2> PRIORITY Format <PRIORITY:priority> SAVE Format Sets the priority of the outgoing fax. the fax will be failed by the fax server. the fax will be sent with “normal” priority. If you are not listed as an authorized user of the signature file. see Chapter 11. Normal (N). “Creating Signatures”. This overrides any default auto-delete setting. RightFax uses the corresponding fax addressing information to send the fax. Maximum field length: 31 characters Example <TOALTFAXNUM:520-555-1212> TOFAXNUM Format <TOFAXNUM:faxnumber> Specifies the fax recipient’s fax number for dialing and also for display on the cover sheet. Maximum field length: 59 characters Example <TOCITYSTATE:TUCSON. Maximum field length: 59 characters Example <TONAME:JANE DOE> TOCOMPANY Format <TOCOMPANY:company> Specifies the fax recipient’s company name for display on the cover sheet. If the name matches one of your individual or group RightFax phonebook entries. INC. Maximum field length: N/A Specifies the fax recipient’s voice number for display on the cover sheet.RightFax 9. Maximum field length: 31 characters Example <TOCONTACTNUM:520-555-1212> TOALTFAXNUM Format <TOALTFAXNUM:faxnumber> Specifies an alternate fax number that will be tried if the server is unable to send the document to the primary fax number see “TOFAXNUM” on page 320. state> TONAME Format Specifies the fax recipient’s city and state information for display on the cover sheet. Maximum field length: 59 characters Example <TOCOMPANY:ACME.4 Administrator’s Guide 320 SMARTRESUME Format TOCONTACTNUM Format <SMARTRESUME> <TOCONTACTNUM:phonenumber> Enables the Smart-resume feature. To use an entry from another user’s RightFax phonebook. Maximum field length: 31 characters Example <TOFAXNUM:520-555-1212> TOCITYSTATE Format <TOCITYSTATE:city. This code can include not only the city and state of the recipient. use the syntax: UserID!Entry Only published entries of other RightFax users can be referenced this way. AZ> <TONAME:name> Specifies the fax recipient’s name for display on the cover sheet.> . but the full street address as well. Maximum field length: 15 characters Example <UNIQUEID:XYZ120396> Appendix A RightFax Embedded Codes 321 .UNIQUEID Format <UNIQUEID:faxID> Specifies a unique ID for the fax instead of having one automatically generated by RightFax. Custom unique IDs can be used for external document tracking systems. 4 Administrator’s Guide 322 .RightFax 9. Appendix B File Formats that Convert to Fax Format The following table lists the software applications and document file formats that can be converted to faxes by the built-in conversion engine on the RightFax server.0 All versions All versions All versions All versions All versions No specific version No specific version Versions through 2.0 Application or file format ANSI text (7 & 8 bit) ASCII text (7 & 8 bit) BMP DCX (multi-page PCX) EPS GIF HTML JPEG (includes EXIF) Microsoft Excel Microsoft PowerPoint Microsoft Rich Text Format (RTF) Microsoft Visio (. 2000 through 2007 323 . Table B1 Supported Document File Formats Table B1 Supported Document File Formats (Continued) Application or file format Microsoft Word Microsoft WordPad Microsoft Works PCX bitmap Portable Document Format (see note below) Post Script TIFF CCITT Group 3 & 4 Unicode Text UUEncode UTF-8 WordPerfect Graphics (WPG and WPG2) Supported versions 2000 through 2007 All versions Versions through 8.VSD files) Supported versions All versions All versions Windows versions Microsoft Fax If TIFF image is embedded All versions Versions through 4.0 All versions Versions 2000 through 2007 Versions 2000 through 2007 All versions Important Conversion of PDF attachments and Postscript requires the RightFax PDF Module. Only these file types can be converted from their native format by sending as file attachments to a fax message or by using the Send To function in Windows. 4 Administrator’s Guide 324 .RightFax 9. A new fax has arrived from remote ID: (remote ID) You have received a new fax. Answer tone detected RightFax could not connect with the remote (receiving) fax machine due to communication errors between it and RightFax. You must select Release from the File menu to start the sending process. your group’s alternate administrator will be notified. Bad FCS information A new fax has arrived for (user ID) which hasn’t been viewed or printed A member of the group for which you are the RightFax administrator or alternate administrator has received a fax and has not viewed or printed it within one hour of receipt. Bad signature code The signature code is not recognized as a valid signature identifier because it is corrupt or does not exist. Call answered before one full ring RightFax did not receive a normal length ring-back signal from the phone company’s central office. An outgoing fax is ready for previewing The fax you requested be held for preview has been processed by RightFax and is waiting in your FaxUtil mailbox. 325 . Bad formtype You have specified a form that does not exist or is corrupt in the Fax Information screen or through embedded codes.Appendix C Error and Status Messages A new fax has arrived for (user ID) from remote ID: (remote ID) Another user has designated you to be their alternate for notification and they have received a new fax. Bad phone number You entered an incorrect or nonexistent fax phone number. You will continue to be notified for one hour (or other period specified by your administrator). If you do not view or print the fax. Incorrect information was entered on the cover sheet (via the Fax Information screen or embedded codes). If he does not print the fax. your group’s administrator will be notified. Communications line failure The fax card was unable to make a valid connection with the remote machine. Equipment busy tone detected Carrier not detected RightFax did not detect a dial tone when it tried to dial out. Fax number busy RightFax has tried to send your fax the required number of times (default=5 times) and each time the phone number was busy. Fax discarded RightFax deleted your fax job. Duplicate The fax is a duplicate. Contact your administrator. Command time too short This is a timing related error. One or more dialing rules disallow sending faxes to the specified phone number. The default value is five tries.4 Administrator’s Guide 326 Can’t access scans RightFax can’t access the documents you scanned with the scanner. Fax to (name) abandoned.) Conversion failed RightFax was unable to convert your document to Group III format. Command timeout This is a timing related error. FCS create failed The cover sheet of your fax could not be created due to a corrupt or incompatible cover sheet format. Function not implemented An operation was attempted that is not currently supported by your fax card software. possibly when the fax card waits for or sends a command (T30 protocol handshaking commands) and doesn’t get a response within a given period of time. . Dial failure or no dial tone RightFax cannot detect a dial tone because there is a problem with the phone line or the fax card is configured incorrectly. possibly when the fax card waits for or sends a command (T30 protocol handshaking commands) and doesn’t get a response within a given period of time. (See the error listed for more information. Fax to (name). too many retries RightFax will try to successfully send your fax a specified number of times (determined by the administrator) then stop trying. possibly when the fax card waits for or sends a command (T30 protocol handshaking commands) and doesn’t get a response within a required period of time. The remote (receiving) fax machine’s phone line is busy. (error) Your outgoing fax encountered the error listed. It has been forwarded to you by another user. Fax blocked from dialing phone number Command time exceeded This is a timing related error.RightFax 9. use You have included a signature in your fax that you are not authorized to use. Initial processing RightFax is checking your document for embedded codes and counting the number of pages in your fax. In validation The signature and/or billing codes in your fax are being validated against the RightFax database. Illegal sig. The unknown sound could be a human voice. DEBUG. rather than a Group III machine. Info not complete You have not completed all the required fields (in the Fax Information screen or through embedded codes) for RightFax to send the fax. Line in use RightFax was not able to send your fax because there were no outgoing phone lines available. Imaging error encountered. DEBUG. Human answered RightFax detected an unknown sound after it dialed the fax number. or line noise. XFER. including: LOG. including: LOG.G2 fax machine You have attempted to send a fax to a Group II machine. Illegal line number You have attempted to send a fax on a fax channel that does not exist. SEND. Illegal parameter value This error could occur if an invalid parameter is given for one of several different commands. recording. Invalid embedded code You have included a misspelled or nonexistent embedded code in your fax. In conversion RightFax is converting your document to fax format for transmission. Appendix C Error and Status Messages 327 . SEND. Held for preview You have specified in the Fax Information screen or through embedded codes that you want to preview this fax before sending it. XFER. You must select Release from the File menu in FaxUtil to start the sending process. Invalid billing code You have entered a billing code that is incorrect or does not exist. Illegal option in call This error could occur if an invalid parameter is given for one of several different commands. fax abandoned RightFax was unable to convert your document to Group III format for transmission. . but did not detect a valid value for Loop Current. it finds that the phone is already off-hook. This is a very serious error. The fax may have been sent. P2 was not detected at the end of training This is a training error indicating a performance problem with the fax server and the number of fax cards that it contains. No answer at fax # The fax machine at the receiving end didn’t answer or a wrong number was dialed. or an invalid fax number may have been dialed. Loop current failed The fax card did detect current on the line. OK RightFax has successfully sent your fax over the phone lines. but didn’t find any. Network high and dry (no ring) The fax card does not detect any type of telephone interface available. but the fax machine is not answering within the specified time. OCR error An error occurred while a document was being sent to or was at the Optical Character Recognition module of RightFax. Loop current not detected The fax card was looking for Loop Current before it attempted to dial the fax number. but it may be difficult to read.RightFax 9. This can occur when two devices are sharing a phone line and attempt to use it at the same time. This does not guarantee successful receipt of the fax at its destination. Printing Your fax is printing. Non-G3 modem detected RightFax has detected a non-Group III fax modem on the remote (receiving) fax machine. and cannot communicate with it. No answer tone detected The phone is ringing at the destination. It might also be a fax card configuration error. Phone line problems There is a problem with the phone lines at the fax server. One of your outgoing faxes needs attention You have not completed all the required fields in the Fax Information screen or through embedded codes for the fax to be sent. OCR in process Your fax has been queued and is being processed by the OCR module.4 Administrator’s Guide 328 Loop current detected When RightFax attempts to go off-hook to send a fax. This is especially prevalent in international calling when it can take up to a minute to connect to the remote station. Network congestion detected The network may be running inefficiently and causing traffic. Contact your RightFax administrator immediately. Poor quality There was too much line noise for the fax to be transmitted correctly. Protocol reject message This is a generic protocol error code that could have several meanings. Ringback. Protocol timeout This is a generic protocol error code that could have several meanings. You must be authorized to use the signature you have included in your fax. or could be caused by a lot of noise on a T1 phone line. If you specified a date and time to send the fax. but no answer tone The phone rang at the destination. your fax card is having difficulty talking to the remote fax machine because it is getting the signals it expected. Training algorithm detected FSK This training error indicates a performance problem with the fax server and the number of fax cards it contains. Sig needs authorization Ringback signal detected A ring-back signal was detected when it should not have been. Queued for OCR The fax has been queued and is waiting for the OCR module to convert it. Scheduled for send Your fax was successfully converted to the RightFax Group III format and is now being sent to the fax card to await sending. Sending RightFax is transmitting your fax. generating a fast busy signal. then busy condition The fax number dialed went off-hook and then went on-hook very quickly. RightFax will wait to send it until then. Appendix C Error and Status Messages 329 . but it couldn’t be correctly queued to be sent. Thermal record You have recorded a fax that was sent or received on a conventional fax machine for database purposes only. but it was never answered. Your fax is being sent to the name and fax number specified. Scheduling failed Your fax was converted correctly. This might be because the receiving fax machine is off-line or unable to receive faxes. In general. Sending fax to (name) at (faxnumber) Queued for printing The fax has been queued and is waiting to be printed. Ringback. your fax card is having difficulty talking to the remote fax machine because it is not getting the signals it expected in the appropriate time frame. In general.Printing error An error occurred while printing. This may be due to interrupting a call in process on a shared line. Waiting to be sent The fax has not yet been scheduled for faxing. recording. Your fax has been successfully sent to (name) at (faxnumber) Your fax was successfully sent over the phone lines. or entered one that does not exist.RightFax 9.4 Administrator’s Guide 330 Training algorithm found on PN This training error indicates a performance problem with the fax server and the number of fax cards it contains. Voice response to call RightFax detected a sound that it didn’t expect after it dialed the fax number. Unknown status code An unknown status code has been returned to RightFax from your fax card. or line noise. Waiting for conversion RightFax is busy with another process and has queued your fax to be converted. Unknown error An error condition reported to RightFax from another device is not supported or not recognized. . Unknown error code An error condition reported to RightFax from another device is not supported or not recognized. This does not guarantee successful receipt of the fax at its destination. The sound could be a human voice. Your outgoing fax contains an invalid billing code You have either not entered a required billing code. Tx/Rx error This transmission/reception error indicates that the receiving fax machine was experiencing difficulties or excessive line noise. including the definition of each statistic and whether an alert can be generated for that statistic. A version number indicating the level of information being displayed for the fax server. Can trigger alert No Information version No “Fax Server Statistics” (page 331) “Database Statistics” (page 332) “Workserver Statistics” (page 334) “Gateway Statistics” (page 335) “Local BoardServer Statistics” (page 336) “All BoardServers Statistics” (page 339) “RPC Server Statistics” (page 340) “Paging Server Statistics” (page 340) Time running Maximum events in queue No No Events in queue Events processed No No 331 . The total number of events processed by the fax server since the Fax Server module was started. The number of events waiting to be processed by the fax server. This appendix lists each category (specified in the Category box on the Alert Properties dialog box).Appendix D Alerting and Monitoring Statistics The RightFax Alerting and Monitoring service (described in Chapter 18. “Using the Alerting and Monitoring Service”) lets you monitor and receive alerts about several statistics relating to your RightFax server. The current maximum size of the event queue (described on page 33). and the statistics you can select for each category (specified in the Statistics to monitor box on the Alert Properties dialog box). Activities can be viewed using FaxStat.exe. Each category is listed below with its corresponding statistics. The length of time since the Fax Server service was last started. These statistics are divided into categories (described in “Editing Alert Properties” on page 187). The statistic categories listed in this appendix are: Fax Server Statistics Table D1 Statistics available for the Fax Server category Statistic Newest activity index Description The total number of activities since the RightFax Server module was last started. Specify the type of timed event in the Event Timer box. Can trigger alert No Number of database threads No Number of file I/O threads No . Total number of threads that the Database module has managing database queries and changes. The time and description of the specified activity number. Can trigger alert No Statistic Frequency of timed events by type Description The frequency with which a timed event will be fired.exe. Total number of timed events in the Fax Server event queue (described on page 33). Total number of threads that the Database module has managing files. Database Statistics Table D2 Statistics available for the Database category Ticks remaining by type No Statistic Information version Description A version number indicating the level of information being displayed for the RightFax database. Specify the type of timed event in the Event Timer box.4 Administrator’s Guide 332 Table D1 Statistics available for the Fax Server category (Continued) Table D1 Statistics available for the Fax Server category (Continued) Statistic Number of activity records Description The total number of activity records currently stored by the RightFax Server module. Specify the type of timed event in the Event Timer box. Time remaining before the Fax Server module fires a specified timed event. The percentage of free drive space on the drive used for storing the RightFax database. measured in ticks. Activities can be viewed using FaxStat. Can trigger alert No Percentage of disk space available on image drive Percentage of disk space available on database drive Activity Total timed events by type Yes Current frequency relative to original as percentage Yes No No For events whose timing is No dynamically scalable depending on fax server activity. Specify the type of timed event in the Event Timer box. The percentage of free drive space on the drive used for storing fax images.RightFax 9. this is the current frequency measured as a percentage of the normal frequency. Can trigger alert No Statistic Total Database commands processed Description Total number of API commands performed by the database since the Database module was last started. The total number of bytes read from files by thread Can trigger alert No Database server thread info This statistic is reserved for future use. The last file I/O API command performed on the database by thread. No No No No Time last Database command took User ID of last Database command Current File I/O operation Last File I/O command Yes Number of File I/O open failures Yes Number of File I/O read failures No No Number of File I/O write failures Yes No No No Number of Database read failures Yes Number of Database write failures Yes Client Database I/O type Total Database bytes read Yes Total Database bytes written No Client File I/O type Total File I/O bytes read No No Appendix D Alerting and Monitoring Statistics 333 . The total number of bytes written to the database since the Database module was last started. The current file activity by thread. The total number of errors that have occurred during the write process since the Database module was last started. The total number of errors that have occurred during the read process since the Database module was last started. The total number of bytes read from the database since the Database module was last started.Table D2 Statistics available for the Database category (Continued) Table D2 Statistics available for the Database category (Continued) Statistic Time running Description The length of time since the Database service was last started. The current database activity by thread. This statistic is reserved for future use. File I/O thread info Current Database operation Last Database command This statistic is reserved for future use. The length of time for the last database command to be processed. The NT user account used for the last database command. Last RightFax API command performed on the database by thread. The total number of failed file open commands by thread since the database module was started The total number of failed file read commands by thread since the database module was started The total number of failed file write commands by thread since the database module was started This statistic is reserved for future use. The total number of activities since the RightFax WorkServer module was last started.exe. The total number of fax archive functions since the WorkServer module was started. The total number of fax conversions since the WorkServer module was started. The total number of faxes that have been converted to text since the WorkServer module was started. Activities can be viewed using FaxStat. The total number of overlay forms generated since the WorkServer module was started. The total number of network messaging events using Postscript since the WorkServer module was started. The total number of fax conversion using Postscript since the WorkServer module was started. The total number of deleted faxes since the WorkServer module was started. The total number of faxes routed to network directories since the WorkServer module was started. The length of time for the last file I/O command to be processed. Can trigger alert No No Time last File I/O command took Yes File route requests processed No Workserver Statistics Table D3 Statistics available for the WorkServer category OCR requests processed No Statistic Information version Description A version number indicating the level of information being displayed for the WorkServer.RightFax 9. Can trigger alert No No Statistic CVL conversion requests processed Delete requests processed Description The total number of CVL things since the WorkServer module was started. The total number of printed faxes since the WorkServer module was started. Can trigger alert No Overlay requests processed No Print requests processed No Postscript conversion requests processed No Network broadcast requests processed No No Newest activity index No Archival requests processed Conversion requests processed No .4 Administrator’s Guide 334 Table D2 Statistics available for the Database category (Continued) Table D3 Statistics available for the WorkServer category (Continued) Statistic Total File I/O bytes written Total File I/O commands processed Description The total number of bytes written to files by thread The total number of API commands performed for file I/O since the Database module was last started. The last work request processed by the WorkServer The length of time required to complete the last command The services that are being managed by the selected WorkServer.exe. The length of time since the WorkServer service was last started. Activities can be viewed using FaxStat.Table D3 Statistics available for the WorkServer category (Continued) Gateway Statistics Table D4 Statistics available for the Gateway category Statistic InterConnect requests processed Description The total number of faxes routed to other RightFax servers on the network via InterConnect since the WorkServer module was started. Can trigger alert No Time running No Gateway type Newest activity index No No Activity records No Activity records No Yes Time running No Events processed No No Last request Time for last command Queues being serviced No No Activity Time spent on current command Yes Activity No Appendix D Alerting and Monitoring Statistics 335 .exe. The total number of events processed by the fax server since the Gateway module was started.exe. Activities can be viewed using FaxStat. The time and description of the specified activity number. The time and description of the specified WorkServer activity number. The length of time since the Email Gateway service was last started. The type of email system that the gateway supports. Activities can be viewed using FaxStat. The total number of activity records currently stored by the RightFax WorkServer module. The total number of activities since the RightFax Gateway module was last started. The length of time that the WorkServer has spent processing the current command Can trigger alert No Statistic Information version Description A version number indicating the level of information being displayed for the gateway. The total number of activity records currently stored by the RightFax Gateway module. RightFax uses this value when an outgoing fax number has two equally weighted dialing rules that send it to two different servers. The routing code of the fax currently being received on the specified channel. The page number of the fax currently being sent or received on the specified channel. Total number of faxes currently waiting to be transmitted. or both. The total number of fax pages sent on the specified channel since the BoardServer was last started. Can trigger alert No Statistic Information version Description A version number indicating the level of information being displayed for the local BoardServer. receive faxes. the more available the server for sending faxes. Displays whether the specified channel uses a loop-start or DID line. Total number of fax pages currently waiting to be transmitted. Total number of fax channels supported by the local BoardServer. RightFax sends the fax via the server with the highest availability index. The higher the number. In such a case. The total number of incoming calls picked up by the specified channel since the BoardServer was last started. The total number of fax pages received by the specified channel since the BoardServer was last started. The relative availability of the server’s fax boards. No Time running No State No Num channels No Current page No Send queue depth Send pages depth Yes Yes Total pages sent No Total pages received Yes No Availability index Total calls answered No Total calls placed No Channel type No . The total number of outgoing calls placed by the specified channel since the BoardServer was last started.4 Administrator’s Guide 336 Local BoardServer Statistics Table D5 Statistics available for the Local BoardServer category Table D5 Statistics available for the Local BoardServer category (Continued) Statistic Can trigger alert No Routing code Capabilities Description Displays whether the specified channel is set to send faxes.RightFax 9. The current sending or receiving state of the specified channel. The length of time since the local BoardServer service was last started. The number of fax pages remaining before a fax grouping will be sent. Indicates whether the specified fax channel is currently doing Docs-on-Demand. The number of pages in the outbound fax currently being sent by the specified channel. The estimated number of minutes remaining for the specified channel to send the current fax. Can trigger alert No Current rate No Current compression No No ROM ID Current remote ID Is currently sending The remote ID of the currently No sending or receiving phone line. Indicates whether the specified fax channel is currently receiving a fax. Specifies the data compression type being used for the currently sent or received fax. The current number of faxes that are grouped for sending but have not yet reached the required number of pages. No Estimated minutes left No Send info phone number No No Is currently doing TeleConnect Is currently receiving No Send info user ID No Is currently doing Docs on Demand Group threshold left No Send info pages in fax No Send info pages done No Send info to name No No Group faxes No Appendix D Alerting and Monitoring Statistics 337 . Can trigger alert No Statistic Pages in call Description Specifies the total number of fax pages queued to be sent during the current call. Indicates whether the specified fax channel is currently doing TeleConnect.Table D5 Statistics available for the Local BoardServer category (Continued) Table D5 Statistics available for the Local BoardServer category (Continued) Statistic Total hang ups Description The total number of incoming calls on the specified channel that received a transmission error due to hang up since the BoardServer was last started. The number of pages that have already been transmitted for the fax currently being sent by the specified channel. The RightFax user ID associated with the outbound fax currently being sent by the specified channel. Indicates whether the specified fax channel is currently sending a fax. The intended recipient’s name associated with the outbound fax currently being sent by the specified channel. The ROM ID of the fax board used by the specified fax channel. The sending phone number associated with the outbound fax currently being sent by the specified channel. Specifies the transmission baud rate of the current call. Can trigger alert No All time send attempts No All time pages received No Send info bill code 1 No Send info bill code 2 No All time faxes received No Send info secure CSID No All time pages sent remotely No Send info unique ID No All time send attempts remotely No Current operation No All time pages received remotely No Number of queued transmission checks Activity counters start date No All time faxes received remotely No No . The operation currently being performed by the specified channel. The first billing code value associated with the outbound fax currently being sent by the specified channel. The total number of fax pages that have been received since the activity counter start date. The unique RightFax ID associated with the outbound fax currently being sent by the specified channel. The required CSID of the receiving phone line associated with the outbound fax currently being sent by the specified channel.RightFax 9.4 Administrator’s Guide 338 Table D5 Statistics available for the Local BoardServer category (Continued) Table D5 Statistics available for the Local BoardServer category (Continued) Statistic Send info to company Description The intended recipient’s company name associated with the outbound fax currently being sent by the specified channel. The total number of faxes that have been received since the activity counter start date. Can trigger alert No Statistic All time pages sent Description The total number of fax pages that have been sent since the activity counter start date. The total number of fax pages that have been sent via remote fax servers since the activity counter start date. The total number of faxes that have been received from remote fax servers since the activity counter start date. The total number of fax transmission attempts since the activity counter start date. The second billing code value associated with the outbound fax currently being sent by the specified channel. The start date that was set for the “all-time” statistics. The number of Doc Plus faxes that need to have their status queried. The total number of fax transmission attempts via remote fax servers since the activity counter start date. The total number of fax pages that have been received from remote fax servers since the activity counter start date. The computer name of the specified BoardServer. The time at which the specified BoardServer service was stopped. Total number of faxes currently waiting to be transmitted. The pipe used to communicate with the specified Boardserver. RightFax uses this value when an outgoing fax number has two equally weighted dialing rules that send it to two different servers. Total number of fax pages currently waiting to be transmitted. The total number of BoardServer modules (local and remote) being accessed by the server. RightFax sends the fax via the server with the highest availability index. The total number of hardware channels on the specified BoardServer. In such a case. Indicates whether the specified BoardServer service stopped. Can trigger alert No Statistic Information version Description A version number indicating the No level of information being displayed for the BoardServers. The relative availability of the specified BoardServer’s fax boards.All BoardServers Statistics Table D6 Statistics available for the All BoardServers category Table D6 Statistics available for the All BoardServers category (Continued) Statistic Can trigger alert Down error Description The error code that was generated when the specified BoardServer went down. The higher the number. The directory used for storing fax images by the specified BoardServer. The unique RightFax ID for the specified BoardServer. Specifies whether the specified BoardServer is local or remote. No Is server local Unique ID Availability index No No Yes Number of board servers Board server name Pipe name Image directory No No No Send queue depth Send pages depth Yes Yes Availability index time stamp The time at which the Availability index was last reported. the more available the server for sending faxes. No Number of channels No Is server down Down time Yes Yes Appendix D Alerting and Monitoring Statistics 339 . Total number of failed modem transmissions since the Paging service was started. The error code that was generated for the last failed modem transmission. The total number of bytes written since the RPC server was started. The last file I/O API command performed on the RPC server. Total pages sent via SMTP since the Paging service was started. The total number of API commands performed since the RPC server was started.4 Administrator’s Guide 340 RPC Server Statistics Table D7 Statistics available for the RPC Server category Paging Server Statistics Table D8 Statistics available for the Paging Server category Statistic Information version Description A version number indicating the level of information being displayed for the RPC server. Can trigger alert No Statistic Information version Description Can trigger alert A version number indicating the No level of information being displayed for the Paging server.RightFax 9. The total number of bytes read since the RPC server was started. The length of time since the No Paging service was last started. Total number of failed SMTP connections since the Paging service was started. The length of time required to complete the last command. The error code that was generated for the last failed SMTP connection. The total number of file open failures since the RPC server was started. The total number of file read failures since the RPC server was started. The length of time since the RPC Server service was last started. The computer name or IP address of the current SMTP server. Total pages sent via modem since the Paging service was started. Yes No Last command Open failures No Yes Time running Send queue depth Pages sent via modem Read failures Yes Pages sent via SMTP Yes SMTP failures No Last SMTP fail code No Modem page failures No Last modem fail code Yes No Current SMTP server No Write failures Yes Bytes read Yes Bytes written Yes Commands processed Yes Time for last command Time running No . The total number of file write failures since the RPC server was started. Total number of pages waiting to be transmitted. The error message that was generated for the last failed SMS connection. Can trigger alert No No Total pages sent via SMS since No the Paging service was started.Table D8 Statistics available for the Paging Server category (Continued) Statistic Last modem error description Last SMTP error description Pages sent via SMS SMS failures Description The error message that was generated for the last failed modem transmission. Yes Last SMS fail code Yes Current SMS server No Last SMS error description No Appendix D Alerting and Monitoring Statistics 341 . Total number of failed SMS connections since the Paging service was started. The error message that was generated for the last failed SMTP connection. The computer name or IP address of the current SMS (Push Proxy Gateway) server. The error code that was generated for the last failed SMS connection. 4 Administrator’s Guide 342 .RightFax 9. 123 assign channel to TeleConnect 296 343 . 60.Index Symbols . 219 A A4 paper 150 access TeleConnect 296 adding alerts and monitors 187 billing codes 157 cover sheet to a fax 230 destination tables 214 dialing rules 205 groups of users 136 library documents 164 overlay forms 146 pager services 178 printers 149 Short Message Services 178 signatures 142 signatures to a fax 142 users 120 users automatically 22 WorkServer modules 41 administrative mode 219.trx files 38 . 68 routing inbound faxes with 240-242 Application Event Log level Alerting module 184 BoardServer module 50.vox files 76 Numerics 911 calls 218. 67 Database module 23 e-mail gateway 293 Server module 22 WorkServer modules 37 approve faxes 263 Approving Blocked Faxes 219 Approving Faxes Blocked by Dialing Rules 263 archiving sent faxes 38-40. user group 136 alternate body 258 alternate routing tables 236 ANI (Automatic Number Identification) data pattern match 52. 60. entering via telephone 299 alphanumeric passwords 297 alternate administrator. 263 approving outbound faxes 263 user group 136 administrator notification messages pager 28-29 SMS 28-29 aging faxes 137 alert messages all BoardServers down 202 critically low disk space 202 Exchange server is not responding 203 fax server event queue full 203 low disk space 203 one BoardServer down 204 probable line failure 204 send queue too deep 204 server improperly shut down 204 Alerting and Monitoring service 183 Alerting module remote 183 alerts clearing 195 enabling and disabling 195 frequencies 129 in event log 180 pager 128 receiving 194 severity 195 troubleshooting 201 all BoardServers down 202 alphanumeric data. in user profile 123 administrator administrative mode 219. 51. 263 administrative permission. 158-159 ODBC 159 requiring 159 validation 123 validation by external program 24. 74-76 CSID routing 242 DID/DNIS routing 237-238 digital Brooktrout fax boards 74 DTMF routing 239 e-mail gateway 283-285 fax channel routing 239-240 global fax board settings 51.RightFax 9. fax board 113 B backup 306-308 Baddigit.4 Administrator’s Guide 344 auto-delete faxes 126 Automatic Number Identification See ANI automatic OCR 130 automatic printing configuring 151 inbound faxes 130 outbound faxes 130 AutoReply service fax format 250 installing 247 managing from a remote computer 249 overview 247 troubleshooting 251 availability index. See connector. 159 validation from e-mail gateways 24 blocking calls 218. assigning to TeleConnect 296 Channel. short 38 broadcast faxing 271-275 Brooktrout fax boards configuring 73 configuring channels 57-59. 67. 219 call TeleConnect 296 caller subscriber identification 21 Captaris Conversion. character set mode 113 character sets 113 clearing alerts 195 client applications Enterprise Fax Manager 109 Enterprise Fax Manager. 66. 159 validation by RightFax server 24. 60. 84 central mailbox 235 channel. sending to other users 278 copying . 75 base I/O Brooktrout fax board 73 Basic Rate Interface See BRI billing codes adding to sent faxes 49 copying 157 custom field names 157 default for received faxes 123 default for sent faxes 127 deleting 157 editing 158 import interval 37 importing 37. 74-76 digital 74 with network interface cards 74 Business Server 17 C call blocking 218. 68-71 remote 86 troubleshooting 80 BoardServers down 202. 61-63.txt 14 context-sensitive help 14 Controlling 93 copies of faxes.ipk 59.csv 37. Web edition 116 Codechg. 67-80. 158 Community Name 193 compute disk usage 122 configure network monitor application 194 OCR routing 235 SNMP service 193 configuring ANI routing 240 Brooktrout fax boards 73 Brooktrout fax channels 57-59. 219 BoardServer module availability index 115 configuring 47-80 described 19 fax audit log 52-55. 286 SQL connection 305 WorkServer modules 35-40 Configuring Internet Explorer 92 Configuring the Captaris Conversion Engine 92 Contact Information dialog box 14 Contact. 60. 204 body pages.Understanding Server-side Application Conversion 89 Captaris Single Click Entry 234 CCITT error correction mode 74 CED tone 51. 66. 8 GroupWise gateway 282 Kofax NetScan 43-44 pager alerts 178-181 PeopleSoft integration 44 remote Alerting module 183 remote BoardServer module 86 remote WorkServer modules 45-46 Short Message Services (SMS) alerts 178-181 SMTP/POP3 gateway 282-283. 82. 203 distinguished name. requiring 231 cover sheets adding to a fax 230 default for users 231 for groups of users 136 HTML 223-225 overview 223 PCL 227-230 permission to change 123 requiring fields 231 resolution 126 short 38 Word 225-227 critically low disk space 202 CSID described 21 routing inbound faxes with 242 customer support 15 D database backup and restore 306-308 Database module Application Event Log level 23 database threads settings 24 described 19 query frequency 37 database threads settings 24 default billing codes 127 fax send priority 126 RightFax user 120 user profile 120 delaying outbound faxes 22 deleting alerts and monitors 187 billing codes 157 destination tables 214 dialing rules 206 faxes by age 137 groups of users 136 library documents 163 overlay forms 145 pager services 178 printers 149 Short Message Services (SMS) 178 signatures 141 users 121 WorkServer modules 41 deleting faxes 278 desktop scanners 151 destination deleting 214 destination tables adding 214 copying 214 defined 214 editing 215 saving 214 using in dialing rules 216 Dialed Number Identification Service See DNIS dialing rules adding 205 copying 206 copying. defaults for 111 groups of users 136 library documents 163 overlay forms 145 pager services 178 printers 149 Short Message Services 178 signatures 141 users 121 users. 237 disable alerts 195 disable loop current detection. 73 disk space fax database 115 fax image files 115 user faxes 122 disk space low 202. defaults for 110 cover sheet codes HTML 224 Microsoft Word 226 PCL 228 cover sheet fields. Microsoft Exchange 122 DNIS (Dialed Number Identification Service) defined 22 recording 22 routing inbound faxes with 237 Do not Dial 215-216 DOCplus adding as a transport method 48 dialing rule destination 211 DocTransport module described 19 document connector. Brooktrout fax board 72.alerts and monitors 187 billing codes 157 destination tables 214 dialing rules 206 dialing rules. external 24 Index 345 . defaults for 111 deleting 206 disabled 218 editing 206 example 213 saving 206 testing 217-218 using prefix tables 216 Dialogic OKI32 files 299 direct inward dial (DID) fax routing 73. 316 NEWDEST 317 NEWLIB 165. 317 NEWLIB2 165 NEWLIBW 317 NOBODY 317 NOCOMPLETEEVENT 318 NOCOVER 318 NORMAL 318 NOSMARTRESUME 318 NOTE 257. Web edition 116 described 116 . 319 SMARTRESUME 320 supported in e-mail gateways 291 TOCITYSTATE 320 TOCOMPANY 320 TOCONTACTNUM 320 TOFAXNUM 320 TONAME 320 UNIQUEID 321 using 262.4 Administrator’s Guide 346 DTMF (Dual Tone Multi-Frequency) routing for inbound faxes 58. 311 enable alerts 195 enable TeleConnect 295 enabling quick headers 22 Enterprise Fax Manager described 109 monitoring fax channels 115 monitoring services 114 opening servers 110 overview 19 quitting 109 refreshing data 110 running 109 setting default preferences 112 starting services 115 stopping services 115 users. 313 ATTIME 313 BILLINFO1 313 BILLINFO2 313 BREAK 313 BROADCAST 314 CHANNEL 314 COMPLETEEVENT 314 COVER 314 DELETE 314 DELETEALL 314 DELETEFIRSTPAGE 315 DELETELASTPAGE 315 FCSFILE 315 FINE 315 FORMTYPE 315 FROMFAXNUM 315 FROMGENFAXNUM 315 FROMGENPHONE 316 FROMNAME 316 FROMPHONE 316 IGNORE 316 in e-mail messages 291 LIBDOC 165. in user profile 122 e-mail gateways configuring 283-285 custom notification messages 284 embedded codes 291 fax notifications 290 installing 281-286 receiving faxes via 289 routing faxes to 243 running remotely 292 service account 285 starting and stopping service 285 troubleshooting 292-294 validating billing codes from 24 embedded codes ADDDOC 311 ADDDOC2 312 ADDDOC3 312 ADDDOC4 312 ATDATE 312. 238 Dual Tone Multi-Frequency See DTMF E ED:Fax Number Busy 23 editing billing codes 158 destination tables 215 dialing rules 206 library document properties 164 pager services properties 179 Short Message Services (SMS) properties 179 signatures 142 users 121 Eicon fax boards adding as a transport method 48 configuring in DocTransport 81 e-mail alternate file format for message 258 sending documents via 259 e-mail address.RightFax 9. 75. 318 NOTIFY_ERROR 318 NOTIFY_OK 318 NOTIFY_RETRY 318 PREVIEW 319 PRIORITY 319 RETRYCOUNT 319 RETRYINTERVAL 319 SAVE 319 SIGNATURE 142. 316 LIBDOC2 165. defaults for copying 110 window 109 Enterprise Fax Manager Web Edition overview 19 Enterprise Fax Manager. outbound faxes activating notification of sent or received 23 automatic forwarding 297 automatic notification 297 automatic printing 297 converting HTML files 280 deleting by age 137 deleting when sent 278 file formats for conversion 323 notification via e-mail gateway 290 printing time strip on 42-43 purging from database 308 purging from fax mailboxes 309 receiving via e-mail gateway 289 Index 347 . 115 event queue full 203 events processed by server 115 Excel. 66. 61-63. 85 Fax Connector. 65. configuring for server-side application conversion 92 Exchange server is not responding 203 external document connector 24 external systems. 65. 60. 69-71 fax board availability index 113. 66. See Log event queue described 33 usage statistics 113. with Brooktrout fax boards 80 eTransport password 30 service account 30 SMTP host name 30 SMTP service extensions 31 Web server 31 Web site 31 event log 278 event log level 195 Alerting module 184 BoardServer module 50. 68-71 field descriptions 53-55. requesting 298 fax server event queue full 203 fax server services BoardServer module 19 Database module 19 DocTransport module 19 overview 18 Queue Handler module 19 RPC module 19 Server module 18 WorkServer modules 19 faxes See also inbound faxes. Smart 138 fax ID for Brooktrout fax boards 56. Standalone 152 fax cover sheets See cover sheets fax database described 18 disk space available 115 orphan cleanup 309 purging 308 Fax Distribution. 73 monitoring in Enterprise Fax Manager 115 routing inbound faxes with 239 timed ability 58. 73 fax image files disk space available 115 overview 18 re-naming 18 size 18 fax image resolution 278 Fax Information dialog box customizing for users 139 using to send a fax 254-259 fax machine. 74. 73-76 simulating fax transmission 72 fax broadcasting from databases 274 from mail merge 272 from phonebooks 272 overview 271 fax channels capability for Brooktrout fax boards 57. 115 fax boards Brooktrout 59. 61-63. 67 Database module 23 Server module 22 WorkServer modules 37 Event log. connecting to stand-alone 152-153 fax mailbox purging faxes from 309 routing faxes to 243 fax over IP adding as a transport method 48 configuring in DocTransport 82 dialing rule destination 211 fax printer 253 fax queues in Windows Terminal Server 22 fax routing See inbound fax routing fax routing information. billing codes 24 F fax approval 263 fax audit log configuring 52-55. 51.selecting a language 117 starting 116 Enterprise Integration Module 17 Enterprise Server 17 EquiTrac archive log 40 billing codes 158 error messages 325 2140. synchronizing with 116 external validation. vox 77 HAF_MainMenu. 219 defined 205 Destination tables 214 H HAF_Cancelled. 237-246 CSID 242 DID/DNIS 237 direct inward dial (DID) 73.vox 77 HAF_PressStart.4 Administrator’s Guide 348 responding with AutoReply 247 sending copies to other users 278 sending from Oracle applications 279 sent as AutoReply 250 setting defaults for 277 TeleConnect ID 296 FaxUtil contact information 14 overview 19 purging faxes from 309 FCC requirements 298 feature activation 25 file threads settings 24 files. quick 22 . 240 install SNMP service 193 installing AutoReply service 247 e-mail gateway 281-286 Microsoft Office applications for server-side application conversion remote BoardServer module 86 RightFax server 19 integrating third-party scan-and-fax devices 35 Integration Module Enterprise 17 requirement for PeopleSoft 44 Small Business 17 InterConnect 217 InterConnect routing 37. 158-159 contacts into phonebook 266-267 printers 151 users 133 inbound fax routing ANI 240 configuring 124-125.vox 77 header.vox 78 HAF_ThisisaFax.vox 77 HAF_Source.ipk 59. automatic 297 heartbeat. 245 inbound routing 235. 82 DTMF 58. 244 interrupt. 75. 238 e-mail 243 fax channel 239 fax mailbox 243 InterConnect 244 network directory 243 OCR 239.RightFax 9. server 129 help. Brooktrout fax board 73 90 K Kofax NetScan 43-44 L language selecting in Enterprise Fax Manager Web edition 117 language support 297 LDAP phonebooks 270 Least-Cost Routing call blocking 218. GroupWise SMTP 282 Groupwise Message Server 282 printing automatically 130 recording DNIS information 22 responding with AutoReply 247 Smart Fax Distribution 138. online 14 HP OpenView 194 HTML cover sheets 223-225 HTML files sent as faxes 280 Human Answered Fax 76-78 I I/O address. including in faxes 280 groups See user groups GroupWise gateway configuring 282 Message Transfer Agent 282 sending a fax from 286 warning of GroupWise API vs. base 73 importing billing codes 37. voice prompt 299 FoIP See fax over IP forced scheduling of faxes 137 forward faxes. 75 graphics. 244 routing code 124 telephony mailbox 245 to a network directory and assigning a unique ID 245 inbound faxes automatically forwarding 130 automatically printing 130 default billing codes 123 distributing to a group of users 138 optical character recognition 130 G Gotdigit. configuring for server-side application conversion 90 module Alerting 183 BoardServer 19 Database 19 DocTransport 19 Queue Handler 19 RPC 19 Server 18 WorkServer 19 multilingual support 297 Network Node Manager 194 network server account 279 notification messages activating 23 customizing 25-29 method for groups of users method for users 132 via e-mail gateway 290 via pager to administrators via pager to users 27-28 via SMS to administrators via SMS to users 27-28 notification of faxes. disabling on Brooktrout fax boards 72. in user profile 122 network directory routing a fax and storing with a unique ID 245 routing faxes to 243 network interface cards 74 network monitor. Groupwise 282 Messages plain text 168 SMS 168.dialing rules 205 examples 219-222 InterConnect 217 load balancing 213 testing 217-218 library documents adding to a fax 165 copying 163 creating 164 deleting 163 editing properties 164 permission to add 123 usage statistics 163 line failure 204 load balancing 213 log all fax activity 52-55. 255 adding cover sheet 256 N name. automatic number of fax queues to create 137 28-29 28-29 297 22 O OCR (Optical Character Recognition) routing faxes using 239 OCR Routing configuring 235 ODBC (Open Database Connectivity) billing codes 159 phonebooks 268 OKI32 files 299 one BoardServer down 204 one-call faxing 296 online help 14 Open Database Connectivity See ODBC Opening the PPG 170 optical character recognition 130 Optical Character Recognition See OCR Orphan. 67 Database module 23 Server module 22 WorkServer modules 37 loop current detection. Groupwise 282 Message Transfer Agent. 68-71 fax server alerts 180 Log files configuring 176 log level fax audit log 52. 68 log level. Application Event Log Alerting module 184 BoardServer module 50. 258 adding billing codes 49. 169 messages error 325 notification 25-29 notification to groups of users 137 status 325 messages. 61. configuring 194 M mail merge 272 Main menu 297 MAPI phonebooks 268 maximum database I/O threads 24 Index 349 . 255 adding a signature 142 adding an overlay form 148. recording multilingual 298 MIB 194 MIB tree 195. 51. 61-63. 60. 196 MIB variables 196-201 Microsoft Exchange distinguished name 122 Microsoft Office applications.exe 309 outbound faxes adding a cover sheet 230. 68-71 EquiTrac archive 40 fax audit 52-55. 73 low disk space 203 maximum file I/O threads 24 maximum threads 24 Message Server. 61-63. 256 fine resolution 255 force scheduling 137 force sending 23 Least-Cost Routing 205 monitoring transmission 263 number of pages queued for sending 115 number queued for sending 115 PDF format 260 priority 258 retry settings 23 scheduling 256 sending as PDF 256 sending from a native application 254 sending from GroupWise gateway 286 sending from SMTP/POP3 gateway 286 sending via e-mail 254. event 33. 75 voice prompts for Human Answered . 75 purge faxes from fax mailboxes 309 Q query RightFax status variables Queue Handler module 19 queue. toll-number 298 Prompt. configuring for server-side application conversion 92 preferences setting for views in Enterprise Fax Manager 112 Prerequisites. default for outbound faxes 126 privacy permissions 123 probable line failure 204 prompt. 115 quick fax method 254 Quick Fax/Broadcast 254 quick header 22 195 140 R Receipt Terminal Information See RTI received faxes See inbound faxes record multilingual messages 298 recording voice prompts for DTMF fax routing 58. 55. 123 attaching files 257 attaching library documents 165 automatically deleting 258 automatically printing 130 broadcasting 271-275 creating 253 default resolution 126 delaying 22.4 Administrator’s Guide 350 adding TTI line 22.ipk 58.RightFax 9. 128 pager notification administrative alerts 128 described 127 pager services adding 178 alert frequency 129 copying 178 deleting 178 editing properties 179 password eTransport 30 user 122 PCL (Printer Control Language) conversion for text files 36 cover sheets 227-230 PeopleSoft system integration 44 periodic server heartbeat 129 phonebooks disabling import phonebook option fax broadcasting from 272 importing contacts 266-267 LDAP 270 MAPI 268 ODBC 268 using 265 ping server test 217 PowerPoint. 71 addressing 255 approval and disapproval 263 archiving 38-40. 259 sending via Quick Fax/Broadcast 254 sending via RightFax Fax Printer 253 sending via Send To function 253 short body pages 38 short cover sheets 38 simulating 72 smart resume 256 stand-alone fax machine 256 validating billing codes 24 overlay forms adding to a fax 148 copying 145 creating 146 deleting 145 editing properties 146 permission to add 123 restricting use of 146 using two in one fax 147-148 overview 295 P pager ID 127. 63. automatic 297 Printer Control Language See PCL printers adding 149 copying 149 deleting 149 editing 150 importing 151 priority. See Requirements print faxes. customer 15 synchronizing server with external systems 116 users with external systems 120 system overview 13. setting up in RightFax 296 telephony mailbox.4 Administrator’s Guide 352 eTransport 30 WorkServer modules 40 services Alerting and Monitoring 183 BoardServer module 19 Database module 19 DocTransport module 19 e-mail gateway 285 monitoring 115 overview 18 Queue Handler module 19 RPC module 19 Server module 18 starting 31-32. Two-way 169 SMTP (Simple Mail Transfer Protocol) eTransport configuration 30 host server name 259 SMTP/POP3 gateway configuring 282-283. 115 support. routing faxes to 245 telephony server integration 37 Terminal Server fax queues 22 testing dialing rules 217-218 text file.RightFax 9. 115 WorkServer modules 19 Setting up PPG 171 severity 195 short body pages 38 short cover sheets 38 Short Message Service See SMS signatures adding to a fax 142 authorized users 142 copying 141 creating 142 deleting 141 editing 142 Simple Mail Transfer Protocol See SMTP simulation mode 72 Small Business Integration Module 17 Smart Fax Distribution 138. 245 Smart-Resume 126 SMS (Short Message Service) See also Systems Management Server adding as a transport method 48 adding services 178 alert frequency 129 copying 178 deleting services 178 dialing rule destination 211 editing properties 179 SMS. 286 IETF addressing scheme 288 RightFax addressing scheme 287 sending a fax from 286 SNMP alerts 194 SNMP service configuring 193 installing 193 SQL configure connection 305 Standalone Fax Connector 152 start RightFax services 201 starting Enterprise Fax Manager 109 Enterprise Fax Manager. Web edition 116 RightFax server 31-32 services 31-32. converting with PCL 36 threads maximum database I/O 24 maximum file I/O 24 TIFF-G3 125 TIFF-G4 125 time strip 42-43 toll-number prompt 298 support 298 trace fax route test 218 training 14 Transaction log. See Log Transmit Terminal Identification See TTI trap definitions 194 Trap Destination 193 troubleshooting . 18 system requirements 295 T TeleConnect 297 TeleConnect ID assigned to fax 296 TeleConnect Module 122 TeleConnect user. 115 statistics event queue usage 113 Server module 114 statSERVICE_RUNNING 201 statSERVICE_STOPPED 201 status messages 325 status. RightFax 195 stop RightFax services 201 stopping RightFax server 31-32 services 31-32. 115 stopping 31-32. assigning to a fax and routing to network directory 245 user group administrator 136 user group profile administrator 136 alternate administrator 136 cover sheets 136 customizing the Fax Information dialog box 139 days to keep deleted fax records 137 deleting faxes by age 137 mandatory cover sheets 137 mandatory fax preview 137 notification messages 137 Smart Fax Distribution 138 user groups adding 136. 187 routing a fax to all in group 138 user ID 119 user notification messages pager 27-28 SMS 28 via e-mail gateway 290 user permission administrative 123 annotate faxes 123 approve faxes 124. 187 deleting 136. MIB 196-201 variables. query 195 voice mail subscriber ID 296 voice mail subscriber ID. in user profile 122 voice prompt files list 299-302 voice prompts recording for DTMF fax routing 58. GroupWise SMTP gateway 282 re-naming fax image files 18 Web EFM. 71 TWAIN32 151 two-call faxing 296 Two-way SMS 169 U unique ID. See Enterprise Fax Manager. setting defaults for 110 default 120 deleting 121 disk space usage 122 editing 121 importing 133 managing 119 requiring billing codes 159 synchronizing with external systems using TeleConnect 296 120 V validating billing codes configuring for external application 159 configuring for RightFax server 159 from e-mail gateways 24 from external programs 24 variables. 263 archive sent faxes 123 automatic fax deletion 124 change cover sheets 123 delete faxes 123 edit billing codes 123 edit overlay forms 123 library documents 123 look up billing codes 123 mandatory password 124 OCR faxes 123 privacy 123 run reports 123 send high priority faxes 123 user profile allow to view first page only 124 allow users to view mailbox 124 automatically deleting faxes 126 billing code validation 123 default 120 default billing codes 123 default fax resolution 126 editing 121 e-mail address 122 Microsoft Exchange distinguished name 122 name 122 password 122 voice mail subscriber ID 122 user. setting up in RightFax 296 users See also user permission. Web edition Index 353 . 75 recording for Human Answered Fax 78 VOX files 299 W warnings GroupWise API gateway vs. 63. 71 configuring 55.AutoReply service 251 BoardServer module 80 e-mail gateways 292-294 troubleshooting alerts 201 Troubleshooting the Conversion Engine 95 TTI (Transmit Terminal Identification) line adding second line 22 changing the company name 55. user profile adding 120 assigning to groups 122 automatically adding 22 copying 121 copying. 63. 187 assigning user to 122 copying 136. 4 Administrator’s Guide 354 Web server. certified delivery 31 WebUtil overview 19 Windows Event Log 195 Windows event log 278 Windows NT security 121. 132 Windows registry entries 302 Windows Terminal Server fax queues 22 Word configuring for server-side application conversion 91 cover sheets 225-227 WorkServer modules adding 41 Application Event Log level 37 assigning tasks to 36 configuring 35-40 configuring Kofax NetScan services 43-44 configuring PeopleSoft services 44 database query frequency 37 deleting 41 described 19 remote 45-46 service account 40 .RightFax 9. certified delivery 31 Web site.